Hybrid Information and Records Controller

at Illinois Department of Human Services

• Job title: Information and Records Controller
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: £39,000 per year
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, London, United Kingdom

About the role

• Information and Records Controller managing engineering documentation at Transport for London. Overseeing document control processes and ensuring compliance with best practices.

Responsibilities

• Manage all documentation which requires formal issue and secures storage
• Responsible for the capture, control, distribution and systematic storage of engineering/maintenance project documentation
• Ensure the full life-cycle of efficient and effective document management
• Act as key contact and interface for all document control issues
• Ensure overall document controls are quality checked to required standards as part of contract management processes
• Ensure the smooth and efficient running of the document control function
• Manage all project documents by ensuring they're correctly logged, stored, retrieved, quality checked and dispatched as appropriate
• Contribute to developing document management processes from document capture through archiving
• Writing and distributing technical & practical guidance, summaries and work instructions for document control systems
• Deliver training as necessary, for internal and external teams, contractors and suppliers
• Providing general information and records administration as required to support business/project timelines

Requirements

• Demonstrable ability to communicate effectively and build effective working relationships at all levels
• Demonstrable ability to analyse complex data, draw conclusions and produce reports, with exceptional attention to detail
• Highly organised and responsive with the ability to manage conflicting priorities supporting multiple workstreams to tight deadlines
• Ability to support and guide non-expert users in the use of Electronic Document Management Systems (EDMS)
• Skilled in the use of Electronic Document Management Systems (EDMS)
• Proficient in the use of the Microsoft Office (Word, Excel, PowerPoint), SharePoint and Adobe PDF
• Adaptable, self-motivated with the ability to work flexibly and provide general administration skills
• Good knowledge of Document Management best practices including version control, document numbering, metadata (attributes) requirements, workflows and transmittal issuing
• Knowledge of GDPR and data / information security
• Knowledge and understanding of various Electronic Document Management Systems (EDMS)
• Understanding of Freedom of Information regulations
• Knowledge of Livelink and Asite Adoddle is desirable
• Experience of working within Document Control and Information Management roles
• Experience of using various Electronic Document Management Systems (EDMS)
• Experience of engaging with stakeholders (at all management levels) including both internal company and external stakeholders
• Experience of receiving and processing document and information handovers from projects and external organisations
• Experience of supporting contract management and project environment in a large, complex, safety-focused and regulated organisation
• Experience of working within an operational environment (ideally rail is desirable).
• Experienced in the effective use of manual and electronic MS Office Word, Excel, Outlook and SharePoint.

Benefits

• Final salary pension scheme
• Free travel for you on the TfL network
• Reimbursement of 75% of the cost of a standard class Ticket for National Rail travel from home or 75% reimbursement on a 28-day flexi ticket
• 30 days annual leave plus public and bank holidays
• Private healthcare discounted scheme (optional)
• Tax-efficient cycle-to-work programme
• Retail, health, leisure and travel offers
• Discounted Eurostar travel
• Hybrid working within this role enables a balance of 50 per cent of time split between the office and home over a 4 week period