Document Control Manager, Gauteng

2 weeks ago

Pretoria, Gauteng, South Africa Enshrine Placements Full time

Document Control Manager, Gauteng - Ref:

Reports to:
Business Information and Technology Manager


Primary purpose:

Document Control Manager oversees document and record control operations, policies, and procedures for the secure management and access of company information assets.


Position details:

Type:
Permanent

Reports to:
Business Information and Technology Manager

Primary purpose:

Document Control Manager oversees document and record control operations, policies, and procedures for the secure management and access of company information assets.

Establishes security protocols for the access, storage, backup, maintenance, reproduction, protection, and disposition of all documents.

Evaluates media formats and recommends storage requirements to protect and secure records/information.

Develops and manages access and control procedures to comply with requirements for varying levels of security classifications specified by the governing authority.

Maintains auditing, monitoring, and change control systems to ensure document integrity, quality, and version control. The Document Control Manager manages subordinate staff in the day-to-day performance of their jobs.

Ensures that project/department milestones/goals are met and adhering to approved budgets. Has full authority for personnel actions.

Job description / core competencies:
Principal Accountabilities

  • Control all company records through the use EDMS system.
  • Develop, and implement procedures for effective records management to ensure retrieval, safe storage internally and externally, traceability, and compliance with company requirements.
  • Keep all company templates updated and monitor usage of approved company templates.
  • Staff management/ supervision including training and performance monitoring of their job outputs.
  • Management of all change processes.
  • Monthly Reporting to Divisional Executives.
  • Assist and support Divisions for preparation of Asset Handover at the end of the Operating Contract.
Specific Responsibilities

  • Updating, maintaining, and refining project document control procedures training other staff members on document control procedures.
  • Handled administration and lifecycle management of procedural documents supporting business in the electronic document management system (EDMS).
  • Oversee the daytoday operations of the Quality and Document Control group, ensuring the highest quality and compliance of all document management deliverables.
  • Collaborate with other members of the Quality Management group, in support of the development and revision of procedural documents.
  • Oversee the quality review and consistency checks applied across the department, ensuring accuracy and clarity of content within and across documents.
  • Ensure the consistent use of the EDMS across the department.
  • Handle resource planning across the procedural documents team and assignment of work to ensure documents are processed in a timely manner.
  • Oversee all requests for procedural documents related to health authority inspections and internal audits.
  • Ensure global coverage for responding to urgent requests in a timely manner.
  • Keep abreast of the latest developments in Procedural Document management.
  • Build effective processes to ensure Document Control is conducted in a timely manner and is accurately recorded.
  • Manage a Document Control team.
  • Manage distribution of and access to approved documents and maintain controlled documentation.
  • Coordinate with appropriate departments to ensure all applicable documents are reviewed and revised with the specified review and revision timeframes.

Location (country, city):Midrand,Gauteng

Job Qualification & Experience:

Qualifications and requirements:

  • Degree in Information Management or equivalent
  • Advanced certificates in Records/ Configurations Management as well as Electronic Document Management Systems
  • Minimum of 5+ years of document control and records management
  • Project experience with the implementation of Electronic Document
  • Management Systems. (EDMS).
  • Project management skills
  • People management skills,
  • Able to work independently,
  • Pay attention to detail,
  • Ability to communicate with staff at all levels, and
  • Team player

Job Type:
Permanent

Application Question(s):

  • Degree in Information Management or equivalent
  • Advanced certificates in Records/ Configurations Management as well as Electronic Document Management Systems
  • Project experience with the implementation of Electronic Document
  • Project management skills
  • People management skills

Experience:

- document control: 5 years (preferred)
- records management: 1 year (preferred)

  • Management Systems. (EDMS): 2 years (preferred)

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