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  • Job reference: RMS0125512

Information Management Assistant

  • Sector: Oil & Gas
  • Location: London
  • Job type: Contract
  • Date posted: 20/05/2013
  • Time left:
    d h m s
    (27/05/13)
This vacancy has now expired.
The Role:
Te role would suit an experienced Document Controller.

Job Description

Purpose
Working within the Engineering Project Management Services (EPMS) on Client's developements which consist of number of projects. To facilitate and support the smooth running of information management activities between the various groups which comprise the delivery teams.
To ensure that applicable documents are created, managed and distributed in accordance with Client's specifications and procedures in a timely manner using the document management module.
Duties and Responsibilities:
- Providing assistance to the Project Information Manager (PIM) as required
- Liaising with procurement personnel to ensure that when new service orders are placed the supplier is provided with the necessary documentation, thereby ensuring documentation is submitted to the EPMS Contractor in the correct format.
- Interfacing with the EPMS Contractors Information Management personnel to ensure information flows between the Client and the EPMS Contractor continue to work as efficiently as possible and when the need arises discuss new processes with the EPMS Contractor and implement as appropriate
- Ensuring that all Client's originated documents have been registered in the document management module of internal system using the document number request tool. This includes:
o Checking that all the required metadata is present and appropriate for use
o Assisting with issuing a document number if the author is not able to request the document number using the internal systems
o Notifying the author of any discrepancies or issues associated to the document being registered that need to be corrected before the document can be registered
o Approving the requested document number once all the checks have been completed
- Managing and distributing all Client's originated documents that have been registered on their system. This includes:
o Checking the document for consistency with the appropriate document templates
o Checking and modifying, if necessary, the distribution requirements of the registered document against those identified in the document issue e-mail notification received from the author
o Notifying the author of any discrepancies or issues associated to a document that need to be corrected before the document can be issued
o Uploading the checked document into the document centre and submitting the transmittal to everyone on the distribution list
- Focal point for Client's system users based in UK and overseas
- Provide direction, support and guidance to system's document controllers
- Hold regular meetings with the Client's Document Controllers located in the other EPMS Contractor offices.
- Periodically audit the information / documentation held in the document management module to ensure it is current and correct.
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