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Job description / Role
The purpose of this position reports into the Works Planner and is responsible for document management, Q Pulse Administration and records management across all departments
Key Job Responsibilities
• Provide an effective document control service to ensure all documentation including CAD Drawings and minor project supporting documents, that forms part of the Contract is drafted, reviewed, approved and issued in accordance with company procedures, and available to the intended document users
• Administrate the back office functions of Q-Pulse; Processing change requests, maintaining user groups, assuring system operability and identification of potential system improvements.
• Provides administrative support to the departmental document control champions
• Provide training in relation to Q-Pulse usage
• Proofreading of new documents
• Retrieve/upload documents from Q Pulse upon request.
• Propose changes to systems and processes to ensure an effective and efficient document control procedure
• Removal and archiving of de-activated documents
• Maintaining review histories for documents
• Support the audit of document control procedures
• Co-ordinates with all stakeholders to ensure their requirements are fully met
• Maintain records of access and security rights
• Generate reports
• Ensure the format and presentation of all internal documentation is consistent with corporate requirements
• Maintain a library of all internal documents comprising / required by client and external documents which affect activities.
• Coordinate the review of new or changed external documents with relevant managers to ensure any requirements are taken into account
• Facilitate document champion meetings
• Perform and carry out other duties as instructed / directed by Senior Assurance Executive.
QHSE Responsibilities and Information Security Responsibilities
• Awareness of the integrated management system and the content of the environment, quality, health and safety and information security policy statements.
• Understanding of personal responsibilities and contribution to achieving compliance with the Integrated Management System requirement, (including but not limited to competence to perform safety critical roles, legal requirements, control measures arisen from environmental impact and aspects, job safety analysis and information security risk assessment) and the potential consequences of departure from the arrangements in place to deliver the commitments stated in the policies statement above.
• To exercise their personal duty of care for their own health, safety and welfare and for those affected by the acts or omissions.
• Promote a good HSQE and information security culture among their peers.
• Lead by example and look at ways to conserve energy, water and resources and minimise the generation of water through personal performance and raise recommendation on how to improve existing processes on this regard within/outside their departments through their line manager, departmental safety meetings and any other appropriate available channels.
• Promote a good HSQE and information security culture among their peers, subcontractors and their peers, subcontractors and third parties.
• Awareness of the rules and regulations and health and safety procedures of the Contract.
• Essential technical and professional skills , knowledge and qualifications
Requirements
• Ideally a degree holder or high diploma of post-secondary education in a related discipline.
• Demonstrable knowledge of document control procedures
• Q Pulse or similar system knowledge
• CAD knowledge
Skills
• Excellent oral and written English communication
• A dynamic, high energy individual who can support several groups/sections within a department;
• Possess good communication skills and the ability to manage multiple tasks efficiently and work productively in a fast-paced, team-oriented environment;
• A mature, proactive and responsible approach to work with initiative and problem solving key skills;
• Ability to liaise in a professional and persuasive manner with staff at all levels in the organisation;
• Strong organisational skills, detail oriented, and the ability to handle multiple priorities;
• Ability to maintain confidentiality in handling highly sensitive, confidential and non-routine
• Able to extract sections of and modify CAD drawings
Experience
• Preferably 3 years, of work experience working under the ISO or equivalent standards and guidelines of documentation control, configuration management and change control
About the Company
Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.
Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.
Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.
Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.
We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.
Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.