Document Controller

2 weeks ago

Johannesburg, South Africa Minopex Full time

**Introduction**
This position will be based at Head Office in Woodmead

**Description**
The Document Controller will ensure the efficient management and safeguarding of documentation flow within the organisation (head office and O&M sites). This role is crucial for maintaining accurate, controlled, transmitted, and archived documentation to facilitate optimised tracking and retrieval processes, supporting the company's operational excellence.

Additional responsibilities include handling administrative tasks, facilitating training on areas of expertise, creating presentations for various departments, utilizing SharePoint, and developing dashboards

**Qualification Requirements**
- Degree or Diploma with 2 to 4 years related experience

**Experience and Skills Requirements**
- Proven experience as a Document Controller or in a similar role, preferably within the mining, minerals processing, or related industry.
- Strong understanding of document control principles and practices.
- Proficient in MS Office (word, excel and powerpoint) and document management systems.
- Proficient in Sharepoint
- Exhibits innovation and creativity when developing dashboards
- Excellent organisational skills and attention to detail.
- Strong communication and interpersonal skills.
- Maintain high levels of accuracy and efficiency in document control.
- Ensure compliance with internal and external documentation requirements.
- Support continuous improvement of department and document management processes

**Duties and Responsibilities Main Functions**
Health, Safety and Legal Responsibilities
- Ensure compliance with Minopex Health and Safety responsibilities
- Comply with provided systems, practices, methods, standards and procedures of the job
- Comply with legal and operational requirements

**Document Management and Control**
- Implement and maintain document control processes and systems to ensure accurate recording, indexing, and tracking of all documents.
- Ensure all documentation (incoming and outgoing) is correctly identified, distributed, and filed/stored.
- Conduct regular audits to ensure compliance with document control procedures and quality standards.

Communication and Collaboration
- Liaise with departments to ensure that all internal documentation requirements are met and maintained to the highest standard.
- Provide training and support to staff on document control processes and systems.
- Business improvement support for other departments and sites
- Collaboration with other departments and sites within the business

**Compliance and Quality Assurance**
- Manage the document lifecycle from creation to archiving, ensuring adherence to legal, regulatory, and company requirements.
- Facilitate efficient document retrieval for operational needs, audits, and compliance checks.
- Develop and maintain a comprehensive digital filing system and database for all documents to be retained in the document control centre.

**Process Improvement**
- Report and address any discrepancies or issues related to documentation practices.
- Support continuous improvement of document management processes and systems.

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