Main Purpose of the Job

The Programme Office lies at the heart of the Next Generation Infrastructure (NGI) programme. The role of Document Controller is an essential role within the Programme Office to ensure that all documentation created by the programme and project team are stored, managed, and archived.

As Document Controller, you will be responsible for ensuring the timely and accurate flow of information and documentation throughout the project lifecycle, adhering to ISO 19650 standards.

As Document Controller you will have oversight, management and quality assurance of documents uploaded on to out document management portal ‘Asite’.The post holder will be producing monthly management reports as required to support the programme delivery.

Key Relationships

The role will require engagement with NGI programme team and external project team developing the design for the new building.
 

Main Activities & Responsibilities

Percentage

Create and maintain project documentation in ‘Asite’, adhering to ISO 19650 standards. 

10

Ensure all project documents are accurate, complete, and up to date, adhering to ISO 19650 standards.

10

Assist with the development and maintenance of project document control procedures and standards, adhering to ISO 19650 standards.

10

Maintain User Directories and Information Management Protocol - Update and maintain the user access matrix and IM Protocol.

10

Access control and permissions maintenance within ASITE

10

Develop and configure workflows within Asite – Define and create workflows for new processes and activities associated with new teams and ways of working.

10

Provide training and support to project team members on document control processes and procedures, adhering to ISO 19650 standards.

5

Provide ad-hoc reports and information on system usage, status of RFI’s, change requests, notices, etc. and assist with ad-hoc requests relating to user activity

5

Perform quality checks on documents uploaded to ensure compliance with ISO 19650 standards, project standards, and procedures.

5

Monitor and track project document status and ensure all stakeholders have access to the correct version of documents, adhering to ISO 19650 standards.

5

Respond to information requests from project stakeholders and ensure documents are delivered in a timely manner, adhering to ISO 19650 standards,

5

Manage document distribution and transmittals, ensuring proper tracking and recording of all document movements, adhering to ISO 19650 standards.

5

 Respond to ad-hoc requests relating to information management – Provide ad-hoc advice and guidance on use of Asite and associated user guides and policy documents.

5

As agreed with the line manager, any other duties commensurate with the nature of the post

5

Education & Qualifications

Requirement

Importance

A levels or equivalent experience

Essential

Degree in relevant field or relative experience

Desirable

Specialist Knowledge & Skills

Requirement

Importance

Good working knowledge of Microsoft Office, in particular Word, Excel, and accurate keyboard skills

Essential

Good working knowledge of cloud-based document management systems, i.e. Asite, 4-Projects, Aconex, etc.

Essential

Knowledge of project document control procedures and standards, including ISO 19650

Essential

Understanding of construction process

Desirable

Relevant Experience

Requirement

Importance

Experience of working in document control, preferably in construction or engineering projects

Essential

Experience of working in an academic and/or scientific environment

Desirable

ASITE system

Desirable

Interpersonal & Communication Skills

Requirement

Importance

Ability to work on own initiative and to work effectively as part of a team, requiring flexibility, versatility, and adaptability

Essential

Demonstrated ability to work independently, using initiative and applying problem solving skills

Essential

Good people and interaction skills, with the ability to work with individuals at all levels

Essential

Detail–oriented, highly organised, and efficient. Excellent time management, with the ability to prioritise workload effectively

Essential

Self-motivated and proactive

Essential

Additional Requirements

Requirement

Importance

Attention to detail

Essential

Promotes equality and values diversity

Essential

Willingness to embrace the expected values and behaviours of all staff at the Institute, ensuring it is a great place to work

Essential

Able to present a positive image of self and the Institute, promoting both the international reputation and public engagement aims of the Institute

Essential

Ability to maintain confidentiality and security of information where appropriate

Essential

Willingness to occasionally undertake out of hours working

Essential

John Innes Centre

The John Innes Centre is an independent, international centre of excellence in plant and microbial genetics, carrying out fundamental and strategic research, to train scientists and making our findings available to society.

Our research makes use of a wide range of disciplines in the biological and chemical sciences including; cell biology, biochemistry, chemistry, genetics and molecular biology.

For more information about working at the John Innes Centre, please click here.

We pride ourselves on being a welcoming and inclusive working environment for all. We have a diverse and multicultural scientific community and thrive on our European and international links, appointing staff from across the world. Any candidate who would like further information on current or anticipated immigration requirements can contact the HR Team on +44 (0)1603 450888 or nbi.recruitment@nbi.ac.uk.

We are proud to hold a prestigious Athena SWAN Gold award, recognising the impact of our work in promoting gender equality in science. We are also a proud member of the Stonewall Diversity Champion’s programme, a founding signatory of the Tecnician Commitment and, as a Disability Confident employer, guarantee to offer an interview to all disabled applicants who meet the essential criteria for the post.

The John Innes Centre is a registered charity (No. 223852), limited by guarantee (registered in England No. 511709).

Department

Directorate

Living in Norfolk

• Visit Norfolk
• Schools in Norfolk
• Childcare in Norfolk

NGI Document Controller
Salary:                £28,550 - £35,000 pro-rata, per annum depending on qualifications and experience.
Contract:           60 months, part time
Location:           John Innes Centre, Norwich, UK.
Closing date: 18 September 2024
Reference:        1004757

An exciting opportunity has arisen for a NGI Document Controller to join the Directorate Department, to support the cutting-edge science of the John Innes Centre.

About the Next Generation Infrastructure:

NGI is a programme of c£389m capital investment and business change to improve and evolve the research capabilities of the John Innes Centre (JIC) and The Sainsbury Laboratory (TSL) on their current site at the Norwich Research Park. The proposed investment would transform the existing capabilities of both centres via new and shared interdisciplinary research facilities with a goal for the facility to be near net-zero.

The role:

The NGI Document Controller is an essential role within the Programme Office to ensure that all documentation created by the programme and project team are stored, managed, and archived. You will be responsible for ensuring the timely and accurate flow of information and documentation throughout the project lifecycle, adhering to ISO 19650 standards and have oversight, management and quality assurance of documents uploaded on to the document management portal, ASITE.

The ideal candidate:

The post holder will have good current experience working in a similar field. They will have good working knowledge of Microsoft Office, in particular Word, Excel, and accurate keyboard skills and it is advantageous to understand construction process.

Experience of working in document control, preferably in construction or engineering projects is essential and previous experience of ASITE system is preferred although experience of alternate document control would be acceptable.

Additional information:

Please note, this post does not meet UKVI requirements to provide visa sponsorship.

We are an equal opportunities employer, actively supporting inclusivity and diversity.  As a Disability Confident organisation, we guarantee to offer an interview to all disabled applicants who meet the essential criteria for this vacancy. We are proud to hold a prestigious Gold Athena SWAN award in recognition of our inclusive culture, commitment and good practices towards advancing of gender equality. We offer an exciting, stimulating, diverse research environment and actively promote a family friendly workplace. The Institute is also a member of Stonewall’s Diversity Champions programme.

The John Innes Centre is a registered charity (No. 223852) grant-aided by the Biotechnology and Biological Sciences Research Council.