Document Controller

To support the successful achievement of the client's terms of reference, the client is looking to recruit a Document Controller. The successful candidate will work under the supervision of the Assistant Head: Records Management. Primary responsibilities will include, but are not limited to, the safeguarding of individuals' information and evidence gathered during the various stages of the Client's investigations and case studies and supporting and delivering upon a range of functions relating to information management, with flexibility to work across the various functions in the wider REM Team.

Main Duties

• Develop extensive knowledge of the client's evidence database and its contents and assist in providing support to the Client team and to core participants' legal representatives so that they can use the database to its full potential.
• Review and where applicable, create and implement standard operating procedures (SOPs) to ensure defined measures of control in line with ongoing business needs.
• Process, through scanning and other recognised methods, incoming correspondence and evidence received by the Client to meet deadlines for legal analysis to be conducted.
• Catalogue and digitise evidence received by the Client.
• Liaise with stakeholders to ensure the safe return of hard copy records received by the Client.
• Maintain an accurate record of information received by using the Client's electronic Record and Document Management system.
• Analyse documentary evidence gathered by the Client, which will include the handling and management of sensitive and confidential information.
• Import unprocessed source data into the evidence database following very detailed process workflows - ensuring accuracy at all times and adhering to internal guidelines to mitigate risk.
• Take part in the analysis and coding of documents added to the evidence database.
• Complete and support the maintenance of the Client's Asset Register.
• Support the processing of Client Confidentiality Undertakings.
• Work with colleagues to ensure that the core bundle of evidence is ready and shared with core participants in time for the Client's oral hearings.
• Ensure the Client's Restriction Orders and policies are followed, particularly the General Restriction Order (GRO).
• Ensure compliance with relevant legislation, such as Data Protection (DP) and the UK General Data Protection Regulation (UKGDPR).
• Ensure day-to-day delivery and completion of business processes and timelines.
• Work as part of a multi-disciplinary team, establishing effective working relationships with colleagues.
• Work to ensure the integrity of the Client, safeguarding organisational, personal and reputational risk.
• Where required, work across other functions in the REM team, to ensure the efficient and effective delivery of the Client's business.
• Be able to work at a trauma skilled level, demonstrating an understanding of the complex factors involved with the impact of trauma.

Essential Skills & Experience:

• High levels of interpersonal skills, including negotiation and influencing.
• Experience of working in small and medium sized teams.
• High degrees of resilience and dealing with distressing subject matter.
• Proven experience of working under pressure and to tight timelines.
• Proven experience of handling sensitive information.
• Proven experience in working autonomously and assuming responsibility for document quality standards.
• Well-developed oral and written communication skills.
• Excellent skills in attention to detail.
• Ability to organise and collate robust information received from a variety of sources in decision making.
• Flexibility to work across the various functions in the wider REM Team.

This role has been deemed Outside IR35 by the client. Applicants must hold, or be happy to apply for, a valid Basic Disclosure Scotland.