Johannesburg: Document Controller posted by Advius (Pty) Ltd
Posted on 2025-04-29 00:00:00
| Employer | Advius (Pty) Ltd |
|---|---|
| Category | Other IT/Computer |
| Location | Gauteng / Johannesburg |
Job Summary
Document Control & Management:
Filing & Indexing: Organize and manage both electronic and manual documentation in accordance with company standards and regulatory requirements.
Control Logs & Indexes: Maintain control logs and indexes to ensure all files are accurately tracked and easily retrievable.
Document Distribution: Ensure the proper distribution and control of documentation throughout the organization, ensuring stakeholders have the correct, up-to-date information.
Data & Document Retrieval: Manage the retrieval of documents as needed, ensuring timely access to critical files.
Backup Procedures: Perform regular backups of systems and data to ensure that all information is preserved in the event of data loss or system failure.
System Updates: Ensure the document management system is consistently updated, including the correct revision numbers and version control.
Examination and Record Management:
Examination Records: Maintain and organize exam registers, ensuring that all records related to exams and assessments are accurate and up-to-date.
Secure Archiving: Securely archive sensitive and confidential records, transferring data packages to a shared drive or other secure storage systems as required.
Documentation Review & Accuracy:
Review Processes: Ensure that all documents are regularly reviewed for accuracy, completeness, and relevance to the training or examination process.
Revision Control: Maintain the revision control of documentation and ensure that only the most current documents are in use. Update the management system with relevant revision numbers.
Quality Management System (QMS):
Coordinate with relevant departments to ensure the timely updating and implementation of QMS-related documents.
Requirements
Educational Requirements:
Diploma or Degree in Business Administration, or related field.
Certificate in Office Administration, or National Record Management.
Experience:
Previous experience in document control or records management, preferably in a technical or educational environment.
Knowledge of Quality Management Systems (QMS) and ISO standards, particularly ISO 9712, is an advantage.
Experience with managing training and examination records is preferred.
Skills & Competencies:
Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
Proficient in document management systems (both electronic and manual) and office software (Microsoft Office Suite, etc.).
High attention to detail, especially when managing large volumes of data and documentation.
Ability to maintain confidentiality and handle sensitive information securely.
Strong communication skills, with the ability to liaise effectively with multiple stakeholders.
Knowledge of ISO standards, particularly related to quality management, is highly advantageous.
Key Attributes:
Organized: Highly organized with a strong ability to maintain accurate and up-to-date records.
Detail-Oriented: Strong attention to detail to ensure that all records are complete, accurate, and compliant with standards.
Efficient: Ability to handle multiple tasks and priorities, ensuring timely completion of responsibilities.
Proactive: Takes initiative in ensuring that records are properly managed and stored.
Confidential: Understanding of the importance of confidentiality and data protection.
Adaptable: Ability to adapt to changes in documentation or record management practices and standards.
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