Group IMS Assistant (Document Controller)
Are you an experienced Administrator with a background in document management?
Are you ready to join an exciting and growing company that will support your future development?.
Due to expansion of the team, we are looking for an enthusiastic administrator with an eye for detail to join us as a document controller. This post is within JBA Group Operations and relates to the maintenance of our document library and support of our ISO standards. It will support the Group IMS Manager and report to the Head of Group IMS.
You’ll be joining an established and very experienced IMS Team. Your duties will include making document revisions, preparing content for new documents, digitally filing, and publishing documents on our internal intranet and websites. You will be primarily responsible for maintaining the document library for JBA Group and leading on the updating of the Policies, Guides and managing business documents.
The right candidate will ideally have solid experience in an administrative environment and document management skills gained in a busy consultancy or the public sector.
Your tasks will vary day to day but often include the following duties:
- Reviewing documents and making revisions for accuracy to meet business change
- Liaising with IMS team members to ensure documents meet requirements
- Creating document templates
- Numbering and labelling documents for identification and using IMS references
- Converting information from various sources into user-friendly documents
- Distributing documents to Board Members and stakeholders across the Business
- Tracking documents to maintain version control and confidentiality as appropriate
- Maintaining the office leases and break points register and communicating with the offices over their intentions
- Negotiation of office leases with Landlords or their property Agents
- Good understanding of office dilapidation and refurbishment cost calculations
- Negotiating with and appointment of office fitout Contractors
- Maintaining the Business register of office insurances and collection of information relating to office insurance requirements.
- Maintaining updated list of expiry dates of all JBA Group approved Policies and Guides, with a focus on advance circulation to stakeholders, document inclusion in monthly Board papers, capture of comments and analysis for inclusion or re-circulation.
- Support Approved Supplier application process.
Location:
The post is based within our Skipton Head Office, BD23 3FD, although there is opportunity for the right candidate to work remotely. JBA supports agile working which provides for greater flexibility.
- Job Ref: GOP24-01
- Closing date: 31.05.24
- Location: Skipton
Qualifications and experience
Who we are looking for:
We expect that you will have experience of working under ISO-9001,14001, 4500 and 27001 standards. Having experience of carrying out document audits would be a benefit together with an understanding of management and document control systems.
We expect you to:
- work on your own as well as work well with other team members.
- demonstrate effective verbal and written communication skills and consistent numbering and labelling skills
- exhibit high levels of attention to detail to ensure documents are accurate and meet both specifications and business expectations.
A successful Document Controller candidate will have various prerequisite skills and qualifications that include:
- Knowledge of Microsoft Office software, especially Word, Excel and Outlook or similar programmes. Knowledge of SharePoint and Power BI software will be an advantage
- Filing and organisation skills for digital document storage
- Understanding of the key requirements for certification against ISO 9001, 14001, 27001 and 45001 and auditing processes
- Effective English language grammar skills and knowledge of creation of accessibility documents that are as easily readable by a low vision or non-sighted reader as a sighted reader.
- Ability to create/convert documents that we publish to be ‘screen reader’, dyslexia and colour-blindness friendly.
Further information:
For an informal discussion about this position, please contact Gary Deakin on 01756 799919.
Applications:
Please send a completed JBA application form, together with a current CV to careers@jbagroup.co.uk
