Senior Document Controller

Sword is a leading provider of business technology solutions within the Energy, Public and Finance Sectors, driving transformational change within our clients. We use proven technology, specialist teams and domain expertise to build solid technical foundations across platforms, data, and business applications. We have a passion for using technology to solve business problems, working in partnership with our clients to help in achieving their goals.

About the role:

We are looking for an experienced Senior Document Controller to join our Engineering Data Services team, supporting a major digitisation project within the energy sector. Based on-site at our client's Peterhead office, you will provide end-to-end document control support across the digitisation of technical information and hard-copy technical libraries. You will play a key role in ensuring documentation is accurately catalogued, classified, quality checked and prepared for release into Electronic Document Management Systems (EDMS).

The role will involve creating and managing Master Document Registers (MDRs), supporting the cataloguing and digitisation of hard-copy technical records, managing metadata for digital classification, and carrying out detailed QA/QC checks to ensure information meets client requirements. You will also support digital file release processes, including SFTP to EDMS, and work with OCR-searchable PDF documentation to ensure digitised information is accurate, accessible and appropriately managed.

This is a permanent Sword position that will initially be based fully on-site at our client's office in Peterhead for the duration of the project.

As a Senior Document Controller, you will:

• Create, populate and maintain Master Document Registers (MDRs)
• Support the cataloguing of hard-copy technical libraries and associated records
• Support the end-to-end digitisation of technical documentation
• Manage and populate metadata to enable accurate digital classification within EDMS
• Carry out QA/QC checks on digitised documentation and associated data, ensuring outputs meet client requirements
• Manage digital file release processes, including SFTP to EDMS
• Work with OCR-searchable PDFs and other digitised document formats
• Apply document numbering, naming, metadata and classification standards
• Maintain accurate version control, document histories and audit trails
• Ensure documentation is accurately captured, classified and traceable throughout the process
• Coordinate with relevant stakeholders to resolve document and data quality issues
• Support document migration and rationalisation activities
• Identify opportunities to improve document control and digitisation processes
• Work independently to manage priorities and ensure project deliverables are completed accurately and on time

• Experience in document control, ideally within the energy, oil and gas, engineering or another regulated industry
• Experience creating and managing Master Document Registers (MDRs) and cataloguing hard-copy technical documentation
• Experience working with Electronic Document Management Systems (EDMS), including metadata, digital classification, document numbering and version control
• Knowledge of OCR-searchable PDFs and digital file release processes, ideally including SFTP to EDMS
• Experience carrying out QA/QC checks to ensure documentation meets client requirements and maintains accurate audit trails and traceability
• Previous experience supporting document or technical information digitisation projects would be advantageous
• Strong attention to detail with a methodical, organised and proactive approach
• Good communication, problem-solving and stakeholder management skills, with the ability to work independently
• Ability to work on-site at the client location in Peterhead for the duration of the initial project

At Sword, our core values and culture are based on caring about our people, investing in training and career development, and building inclusive teams where we are all encouraged to contribute to achieve success. We offer comprehensive benefits designed to support your professional development and enhance your overall quality of life. In addition to a Competitive Salary, here's what you can expect as part of our benefits package:

Personalised Career Development: We create a development plan customised to your goals and aspirations, with a range of learning and development opportunities within a culture that encourages growth.

Flexible working: Flexible work arrangements to support your work-life balance. We can’t promise to always be able to meet every request, however, are keen to discuss your individual preferences to make it work where we can.

A Fantastic Benefits Package: This includes generous annual leave allowance, enhanced family friendly benefits, pension scheme, access to private health, well-being, and insurance schemes, an employee assistance programme, discounted cash plan and more….

At Sword we are dedicated to fostering a diverse and inclusive workplace and are proud to be an equal opportunities employer, ensuring that all applicants receive fair and equal consideration for employment, regardless of whether they meet every requirement. If you don’t tick all the boxes but feel you have some of the relevant skills and experience we’re looking for, please do consider applying and highlight your transferable skills and experience. We embrace diversity in all its forms, valuing individuals regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity status, race, colour, nationality, ethnic or national origin, religion or belief, sex, or sexual orientation. Your perspective and potential are important to us.

If we can do anything to help make the hiring process more accessible, please let our talent acquisition team know when you apply so we can support any adjustments.

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