Document Controller
3 weeks ago
Major Responsibilities
• The incumbent resource is responsible to manage and control documents, reports and is accountable for collecting, editing, securing, and amending correspondents.
• The responsibilities and work-related duties may be subject to change as organizational and management discretion. Hence, the successful candidate requires willingness to be adaptable, flexible and demonstrate great versatility in their work-based competencies and skills.
• Assure compliance with document control, standards, policies and procedures, highlighting any errors or omissions.
• Create draft documents based on outlines created by others and based on standard templates.
• Ensure appropriate filing of all correspondence and other documents; and ensure the availability of these documents for future reference.
• Be responsible for the maintenance and review of document management. process.
• Arrange and organize files and documents in a categorized manner to facilitate document retrieval.
• Assist in the completion of as-built documentation.
• Develop and maintain records and logs of document retrievals, updates, distributions, and removals.
• Monitor and follow-up on controlled documents for review and approval from appropriate personnel.
• Control the distribution of information, documents, and new releases, and manage the destruction and retrieval of controlled documents.
• Provide security and protection for all controlled documents, to ensure safety. of vital information.
• Ensure that the overall activities in the directorate meet the requirements of quality management, health and safety, legal stipulations, environmental policies and general duty of care.
• Identify incorrect information and cooperate with appropriate personnel to acquire accurate data.
• Strive to keep up to date with the latest developments in the field of directorate administration, and in the field of expertise.
• Check documents for duplications received from different divisions, and request for missing documents.
• Abide with PHCC’s document controlling quality standards and regulatory requirements.
• Ensure clear and consistent messages are put across the team and to stakeholders, according to CPMO practices. Seek advice and guidance proactively and timely from Line manager/ CPMO team, as needed.
•Represent CPMO always in a professional manner and ensure that information is directed back to the right team members/stakeholder on a timely manner. • Demonstrate a sense of teamwork and effective communication.
• Support Line Manager and Project Managers/Other team members with the on-boarding process for new staff
• Support CPMO Directorate on everyday tasks as required.
• The incumbent will undertake any such related duties or responsibilities as requested by direct supervisor.
• Follow PHCC statutory policies, procedures and protocols at all times.
• Partner with line manager to understand risks in assigned area of work, develop a plan on how to mitigate those risks, and develop shared accountability for implementing and evaluating the plan.
• Ensure high standards of confidentiality to safeguard any sensitive information.
• The incumbent will undertake any such appropriate duties or responsibilities as directed.
Requirements Qualification
• Bachelor’s degree in business administration or another related field.
Experience & Knowledge Requirement
• Minimum 2 years of experience in administration, preferable in the Healthcare industry.
Skills Requirements
• Excellent skills in Microsoft Office.
• Good communication skills both in oral and writing.
• Good coordination and follow up skills.
• Good personality with diplomatic but assertive nature.
• Personal drive, commitment and being a self-starter.
• Ability to work effectively with a variety of groups.
• Organizational and Multi-tasking skills.
Benefits competitive benefits
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