Information and Records Controller

Welcome to Transport for London Careers
 
Take a look at job opportunities with us and you may be surprised at what you discover: a rich heritage, a commercial outlook, an iconic brand, a unique public service. It all adds up to make Transport for London a great place to develop your career.  Here you can start your journey!

Key Information

Job title: Information and Records Controller 

Salary: £39,000                                           

Grade: Band 2

Contract type: Perm, TfL                              

Reference:  2866

Location: Lewisham, London SE16 with hybrid working

Application closing date: Tuesday 25th Novmeber  @ 23:59

Overview of project/role
The Information and Records Controller (IRC) manages all documentation which requires formal issue and secures storage, and will be responsible for the capture, control, distribution and systematic storage of engineering/maintenance project documentation between the Infrastructure Maintenance Operation, internal and external service provides and customers. Ensuring the full life-cycle of efficient and effective document management the IRC will ensure contractual and regulatory obligations are adhered to for all projects and maintenance information and technical records that is compliantly controlled and systematically maintained. Responsibility will include supporting procurement processes, technical editing and managing the document archiving systems in line with quality standards and best practice.

Key Accountabilities 

• Act as key contact and interface for all document control issues and overall document controls are quality checked to required standards as part of contract management processes in an exemplary and timely manner to required deadlines
• Ensure the smooth and efficient running of the document control function, maintaining an excellent level of service between Infrastructure Maintenance, Project teams and other internal and external parties
• Manage all project documents by ensuring they're correctly logged, stored, retrieved, quality checked and dispatched as appropriate to all relevant members of the project/maintenance team, service providers and clients ensuring that at any time the document in use is the latest version.
• Contribute to developing document management processes from document capture through archiving that optimises the safe and optimised use of Electronic Document Management Systems (EDMS) and tools (e.g. SharePoint, IT data systems, document libraries, databases and CAD/technical drawing registers) to improve performance and compliance.
• Writing and distributing technical & practical guidance, summaries and work instructions for document control systems and SharePoint for all users to embed the importance of establishing robust, compliant and reliable document management systems to build and protect technical intelligence.
• As the expert/super-user in the deliver of training as necessary, for internal and external teams, contractors and suppliers to enhance process workflows and compliance through effective communications, continuous engagement, presentations or other methods as appropriate
• Providing general information and records administration as required to support business/project timelines and adherence with best practice standards and regulatory requirements.
• Pro-actively identifying, escalating and implementing best practice improvements and risk management suggestions to improve process and performance levels.

Skills, Knowledge & Experience 
Skills

• 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.

Knowledge

• 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 

• 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.
      

Equality, diversity and inclusion
We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria. We also use anonymising software that removes identifying information from CVs and cover letters to make the process fair.

Application Process 

Please apply using your CV and a two page covering letter.

Think carefully about the skills, knowledge and experience in the advert and cover this in your CV and cover letter. PDF format preferred and do not include any photographs or images

The closing date for applications is Tuesday 25th Novmeber  @ 23:59

Equality, diversity and inclusion
We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria. 
 
Benefits  
In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow.  Rewards vary according to the level of role but mostly include the below:
 

• 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 
• TfL is committed to work-life balance, operating a hybrid working approach where business and role requirements allow
• 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. Hybrid working arrangements can evolve subject to business requirements. 

We will make every effort to give you as much notice as possible, however some interviews/assessments could be organised at short notice.