Document Controller ? Infrastructure Management

PURPOSE OF THE ROLE

To oversee the efficient management of the SharePoint Operations & Maintenance (O&M) platform while supporting the Infrastructure Management team with administrative tasks. This includes ensuring the O&M library remains accurate, up to date, and well-organised with relevant technical documentation, drawings, and manuals.

MAIN FUNCTIONS OF THE JOB

• Manage the Operations SharePoint O&M library platform ensuring that all documents are available for operations teams to access when required.
• Creating, organising, and maintaining document libraries, ensure documents are stored in a structured way, maintain version control (in conjunction with the design team document controller), manage access permissions, and ensure the integrity and security of data. Involves using document management systems (e.g. SharePoint) to streamline document retrieval and storage.
• Gathering, organising, and distributing knowledge across an organisation - Create and manage document libraries, facilitate information sharing, and ensure that content is easily accessible and reusable.
• Work with document management systems to capture institutional knowledge and support decision-making processes.
• Provides users with support with the relevant information to be used by Infrastructure Management team
• Organising and managing digital content, ensuring that it is well-structured, accessible, and aligned with organisational needs.
• Maintain document libraries, categorise information, and control permissions for access. This role often involves managing workflows and collaborating with teams to ensure proper content governance
• Ensuring compliance with document control procedures, monitoring document revisions, and managing access permissions. They maintain document security, accessibility, and proper archiving
• Analyses the received documents and interacts with the stakeholder to advise if received documents are acceptable
• Responsible for a process of defining and collecting knowledge repository that includes but is not limited to toolkits, standards, policies, processes, and procedures.
• Using application configurators in alignment with knowledge management standards, designs, maintains and updates the knowledge repository application to ensure easy navigation of the repository and easy access to the stored data. Ensures that repository design allows the user community to effectively self-manage content. Develops, implements and facilitates procedures to guarantee that all collected and uploaded content is applicable and up to date to ensure efficient delivery.
• SharePoint administration - Day-to-day setting up and configuring SharePoint sites, managing access permissions, ensuring system security, troubleshooting issues, and supporting users with system navigation. Ensure data is well-organised and searchable.
• Post project implementation review to confirm all required operational documentation is uploaded and ready for use.

SKILLS REQUIREMENT

• Ability to manage systems and platforms for documentation and maintenance procedures
• Strong administrative skills
• Good written and verbal communication skills
• Active listening - ability to understand requirements
• Proactive problem solver
• Ability to work independently & a positive team player
• Self-motivated, self-confident, and self-driven
• High level of energy
• Ability to multi-task
• High attention to detail
• Ability to work under pressure
• Conducts self professionally, shows high levels of tolerance and patience
• Responsible for continued learning and self-development

QUALIFICATIONS AND EXPERIENCE

• Relevant tertiary qualification
• 3 years experience in administration
• Previous experience on SharePoint (Required)