At a Glance
- Tasks: Manage and digitise essential documentation for major government projects.
- Company: Join a forward-thinking organisation focused on digital transformation in government.
- Benefits: Flexible work options, competitive day rate, and potential for contract extension.
- Other info: Diverse workplace with opportunities for personal and professional growth.
- Why this job: Be part of impactful projects that shape the future of public services.
- Qualifications: Experience in document control within construction or engineering environments.
The predicted salary is between 51750 - 63250 £ per year.
- 6 month Contract
- Day Rate to be discussed
- Can be based across any of our Regional Centres
- Travel Required to various Regional Centres
We want to maximise the potential of everyone who chooses to work for us.
We offer a great work life balance.
You have the opportunity to work at any of our brand-new Regional Centres and to also work remotely.
Contracts vary in length dependent upon the project with the possibility to extend.
Your time spent with us short or long term will be invaluable - your skills and expertise are needed to deliver the largest digital and transformation projects in Government.
There really couldn’t be a better time to join HMRC for your new contract opportunity!
About the role
To identify, recover, digitise, structure and quality assure Operations & Maintenance (O&M) documentation, warranties, guarantees and related asset information across HMRC's Regional Centre estate.
The role will establish a consistent and searchable information structure within Glider, ensuring that critical building information can be located, accessed and used effectively by Estates, Facilities Management and future projects.
The role is focused on document control, information recovery and information structuring rather than BIM modelling or information governance.
Key Responsibilities
- Information Recovery
- Locate and retrieve O&M manuals, Health & Safety Files, CAT A documentation, CAT B fit-out information, warranties, guarantees and collateral warranties from all available sources.
• Identify information held within
- Glider
- Viewpoint
- Network drives
- External hard drives
- Project archives
- Facilities Management providers
- Local site records
- Hard copy O&M folders
- Digitisation
- Electronically capture hard copy documentation through scanning and indexing.
- Apply document naming conventions and quality checks to scanned records.
- Ensure electronic records are legible, complete and searchable.
- Document Control
- Review and rationalise duplicated information.
- Identify superseded and current revisions where possible.
- Maintain document registers and audit trails.
- Information Structuring
- Develop and implement a consistent folder and information hierarchy within Glider.
- Reorganise existing digital records into logical disciplines, including:
- CAT A
- CAT B
- Health & Safety
- Architecture
- MEP
- Fire
- Vertical Transportation
- Warranties & Guarantees
- Commissioning
- Testing & Certification
- Data Quality & Gap Analysis
- Undertake completeness reviews against expected handover documentation.
- Identify documentation gaps by site and discipline.
- Produce gap analysis reports and document recovery plans.
- Stakeholder Engagement
- Liaise with project teams, suppliers, FM providers and site representatives to locate missing information.
- Support Digital Estate and Facilities Management teams in validating information completeness.
- Deliverables
- Priority 1
Identify, locate and electronically capture
- CAT A documentation
- CAT B documentation
- Warranties
- Guarantees
- Collateral warranties
- Priority 2
- Capture all available electronic O&M information from available repositories including:
- Glider
- Viewpoint
- Network drives
- Project archives
- Supplier submissions
- Hard drives
- Site-held records
- Priority 3
Produce a documented gap analysis identifying
- Missing O&M information
- Missing warranties
- Missing Health & Safety information
- Missing commissioning records
- Missing certificates
- Priority 4
Create a consolidated information set within Glider.
Priority 5
Implement a standardised document structure and classification approach across all sites.
- Success Measures
- 100% of available CAT A and CAT B documentation located and uploaded.
- 100% of available warranties, guarantees and collateral warranties identified and indexed.
- Consolidated document structure implemented across all Regional Centre sites.
- Gap analysis completed for every site.
- All recoverable hard copy documentation digitised and searchable.
- Information accessible through Glider using a consistent naming and filing structure.
Essential Criteria
- Document Controller experience within construction, property or engineering environments.
- Strong knowledge of Operations & Maintenance manuals.
- Experience managing Health & Safety Files.
- Understanding of warranties, guarantees and collateral warranties.
- Experience digitising and indexing large technical document collections.
- Experience undertaking document audits and gap analysis.
- Familiarity with Common Data Environments (CDEs).
- Strong understanding of document naming conventions and version control.
Desirable Criteria
- Experience with Glider.
- Experience with Viewpoint.
- Understanding of ISO 19650 principles.
- Experience working within government estates or large corporate property portfolios.
- Knowledge of building services and FM documentation.
Our Values
We are an equal opportunity employer and value diversity at our company.
We do not discriminate on the basis of race, religion, colour, national origin, sex, gender, gender expression, sexual orientation, age, marital status or disability status.
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
Please contact your designated recruiter to request accommodation.
Document Controller employer: HMRC
At HMRC, we pride ourselves on being an excellent employer that values purpose, growth, and a sense of belonging. Our flexible and hybrid working policies, generous leave allowance, and commitment to employee development create a supportive work culture where you can thrive. Join us in Newcastle, where you'll have the opportunity to make a meaningful impact while enjoying a collaborative environment that fosters innovation in recruitment processes.
StudySmarter Expert Advice🤫
We think this is how you could land Document Controller
✨Get Your Foot in the Door
Temporary roles in construction often rely on quick recruitment, so make sure to visit local recruitment agencies that specialise in the construction sector. They usually have a go-to list of companies that need staff urgently, helping us connect with potential employers faster.
✨Leverage Community Connections
Construction is all about connections! Check out local trade events, networking gatherings, or even social media groups focused on your area. Engaging with the community can lead to insider knowledge about temporary job openings that might not be advertised anywhere else.
✨Showcase Your Skills with a Solid Portfolio
Even for temporary gigs, a visual portfolio can really set you apart. Take photos of previous projects you’ve worked on, or if you're fresh in the industry, show examples of your work during training. This can help us demonstrate our hands-on experience to potential employers, like HMRC.
✨Apply Directly at Construction Sites
Don’t overlook the power of walking directly into construction sites. Many temporary positions are filled on the spot, so it’s worth popping by local sites and having a face-to-face chat. Bring your CV and be ready to impress, as companies like HMRC appreciate proactive candidates ready to jump in when needed.
We think you need these skills to ace Document Controller
Some tips for your application 🫡
Highlight Your Relevant Experience:In the construction game, having hands-on experience matters! Be sure to showcase any previous temporary roles or projects you've worked on in your CV. Mention specific skills like safety protocols, tools you're familiar with, or types of construction work you've done – this will help you stand out!
Showcase Certifications and Training:If you've got any relevant certifications or training like a CSCS card or health and safety courses, flaunt them! Include them in your CV and mention them in your cover letter. It shows that you're not just ready to get to work but that you've got the essential safety knowledge, which is super important in the construction industry.
Emphasise Flexibility and Availability:For a temporary role, flexibility is key! In your cover letter, make sure to clearly state your availability – are you ready to start immediately? Can you work various shifts? Letting HMRC know how adaptable you are might just get you the edge over other candidates.
Keep it Concise and Clear:When applying for temporary roles in construction, employers often appreciate brevity. Keep your CV and cover letter clear and to the point. Focus on the skills and experiences that align most with what HMRC is looking for. Avoid unnecessary fluff to make it easier for them to see why you’re the perfect fit!
How to prepare for a job interview at HMRC
✨Show Off Your Safety Knowledge
In construction, health and safety is non-negotiable. Get comfortable with specific safety regulations like COSHH or Working at Height – you might get asked how you’d handle risk assessments or unsafe conditions. We need to show that we prioritise safety above all else.
✨Be Ready for Hands-On Scenarios
Expect practical questions or even a mini test where you’ll need to demonstrate basic skills. They might set up a scenario and ask how you would approach a specific task. Let’s prepare by brushing up on our trade skills and thinking through past projects we’ve worked on.
✨Flexibility is Key
Since this is a temporary role, they’ll want to know if you can adapt quickly to different teams and situations. Let's think about past experiences where we've had to adjust on the fly. This will show we’re ready to hit the ground running!
✨Highlight Your Previous Experience
Temporary roles often require hitting the ground running, so make sure to have a few stories lined up that showcase your relevant experience in construction. We want to emphasise skills that might not be on our CV—like teamwork and problem-solving when things don't go to plan.
