Jobs, fresher vacancy - Document Controller / Business Support Assistant • Potters Bar

Company: Egis Group

Potters Bar

Job DescriptionRole PurposeReporting to the Head of Performance and Operations, this dual-purpose role is to deliver effective management of project documents and records ensuring they are compliant with all contractual, legal, and Integrated Management System (IMS) requirements. Additionally, the role provides essential business support to the wider team including administrative and general office management activities.AccountabilitiesDocument Management – this role is critical in managing all project documentation to ensure compliance against contractual, legal and Integrated Management System (ISO 9001) requirements for auditing and operational purposes. Responsible for maintaining document registers, version control and the timely submission of documents to our client and other relevant stakeholders. Document logs including performance reports for certain workflows including Technical Queries and the Schedule of Submissions will be required.Quality Assurance – Ensure documents comply with legal, contractual and quality management standards for auditing purposes. Legal requirements include data protection.Audits - Provide support during certified management system surveillance and recertification audits including PAS 99, ISO 44001, ISO 55001, ISO 27001 and PAS 2080.Workflow Management – Ensure all submissions follow the correct process and contractual workflow including formal correspondence, review procedure submissions for design and non-design submissions, technical queries and waivers. Manage and update the Schedule of SubmissionsData Security, Records Management and Archiving – ensure electronic documents are stored securely in the EDRMS and access is restricted for confidential files. Ensure retention periods comply with contractual requirements of Schedule 15. Manage on and off-site storage of all archived documents.Business Support – provide support to the wider team including packaging and formatting documents for submissions, maintaining meeting room diaries and ensuring rooms are ready for use. The role will also involve from time to time supporting the work of the CEO’s executive assistant during periods of absence or during high volumes of work activity.