Document Controller

Job summary

The UK Health Security Agency (UKHSA) has been set up to provide health security and health protection for the nation by protecting from infectious disease and external hazards. We will act like no other organisation previously to mitigate threats to health before they materialise.
UKHSA will build the nation’s health resilience and security, strengthening our ability to detect and monitor infectious diseases and external threats to health. Using robust evidence and world-leading expertise, we will go deeper to analyse threats to health, and how best to prevent and control them. UKHSA will ensure a system-wide response in partnership with local authorities, NHS, academia, global professional institutes, and industry.

The Document Controller will be responsible for providing full, effective and timely support of project administration, document control and support of the engineering and construction delivery team. They will control and support the correct flow of documentation and will apply their understanding of engineering processes and data to ensure that the documentation systems and Quality Systems are robust and updated as appropriate.

The postholder will support the development and revision of departmental policies and procedures ensuring that releases and changes are documented and approved, and that records and computer data files are current.

Working for your organisation

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Job description

Specific duties will vary depending on current focuses, but examples of these will include:

• Manage document control and distribution using IQM (Ideagen Quality Management) including upload, distribution and workflow management.
• Arrange distribution of documentation.
• Drive improvements within the Document Control scope through leadership standards and behaviour.
• Assist the Head Archivist in the management of the Engineering Archive.
• Assist the Quality Manager with internal document review including collating and coordinating responses.
• Provision of monthly reports to appropriate Department and other Internal Quality Teams on the status of all documentation.
• Identify areas within the current system for efficiency gains and recommend solutions.
• Receive updates regarding documentation changes and relay information to senior managers.
• Manage the department’s Training Matrix for all staff.
• Work with staff in the department to close out non-conformances, CAPAs, Audit Actions and ensure documents for closing out these incidents are logged correctly.
• In conjunction with the Quality Manager, maintain the departmental tracking systems for controlling outstanding actions for HSE and other regulatory bodies.

The above is only an outline of the tasks, responsibilities and outcomes required of the role. You shall carry out any other duties as may reasonably be required by your line manager.

Person specification

Qualifications and Registrations

For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot commence until satisfactory documentation has been received and verified.

Essential role criteria :

• Business Administration or similar degree, or equivalent experience and knowledge of Quality Management Systems and ISO9001.
• Experience of carrying out a wide range of administrative activities with a high level of attention to detail, organisation, and process adherence.
• Strong interpersonal skills, and the ability to develop effective relationships with a wide range of stakeholders and staff.
• Ability to prioritise workload, navigate conflicting demands, work under pressure, and meet deadlines and project timescales.
• Experience of working without supervision using own initiative and judgement within established guidelines, being proactive and able to plan in advance.
• Good analytical and problem-solving skills.
• An understanding of and commitment to equality of opportunity and good working relationships, both in terms of day to day working practices, and in relation to management systems.

Desirable role criteria:

• Previous experience of working in the construction and/or engineering sector.
• Proficiency in Microsoft Office suite to an advanced level.
• Experience of Information Management or Librarianship.
• Experience of developing, implementing, monitoring and reviewing policies and procedures.
• Awareness of the design and operation of engineering plans and systems and commissioning techniques and principles.
• Experience of writing Standard Operating Procedures (SOPs) and Codes of Practice (COPs).

Benefits

Alongside your salary of £33,422, UK Health Security Agency contributes £9,682 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles and will assess your Behaviour, Experience and Technical Skills.

You will be required to complete an application form. You will be assessed on the listed essential criteria and this will be in the form of a :

• Application form (‘Employer/ Activity history’ section on the application)

• 1,000 word Supporting Statement

This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria.

Healthjobs UK has a word limit of 1, 500 but your supporting statement must be n