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- Tasks: Manage sensitive project documents and ensure secure handling and compliance.
- Company: Pontoon, an inclusive employment consultancy focused on diverse talent.
- Benefits: 6-month contract with potential extension, supportive work environment.
- Other info: Opportunity for career growth in a dynamic project management office.
- Why this job: Be a key player in a major infrastructure transformation programme.
- Qualifications: Experience in document control and strong attention to detail required.
The predicted salary is between 38000 - 38000 £ per year.
Pontoon is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.
Location: Warwick / occasional travel to office
Contract Type: 6 months contract with scope to extend
Role Overview
This role sits within a major infrastructure transformation programme and is responsible for the control, governance, and secure handling of sensitive, confidential, and encrypted project documentation and information. Working within a structured PMO and project controls environment, the Document Controller ensures that all programme information is correctly classified, securely managed, version-controlled, and fully auditable across the project lifecycle. This role is critical to maintaining information integrity, compliance, and governance standards across all project documentation, including regulated and protectively marked materials.
Key Responsibilities
- Secure Document Control & Governance
- Manage the full lifecycle of controlled and sensitive programme documentation
- Ensure all documents are correctly classified, versioned, and securely stored
- Maintain strict adherence to document control procedures for protectively marked / confidential information
- Control document distribution, access permissions, and encryption compliance
- Ensure traceability of all document changes and approvals
- Information Management & PMO Support
- Maintain structured document repositories and controlled data environments (e.g. SharePoint / CDE platforms)
- Support PMO governance processes through accurate documentation control
- Maintain registers, logs, and information tracking systems (RAID, change logs, action trackers)
- Support audit readiness by ensuring all records are complete, consistent, and retrievable
- Data Integrity & Quality Assurance
- Conduct routine quality checks on documentation and data records
- Identify and resolve inconsistencies in document versions, metadata, and classification
- Escalate data integrity or compliance risks to PMO leadership
- Support continuous improvement of document control processes
- Secure Digital & BIM-Related Information Handling
- Coordinate secure submission, storage, and retrieval of digital project information
- Maintain controlled records relating to model/data submissions where applicable
- Track document/model status through review and approval workflows
- Ensure secure handling of digital outputs from design and engineering teams (This is coordination and control-focused - not technical BIM production)
- Stakeholder & Supplier Information Control
- Act as the primary point of contact for document control queries across project teams and suppliers
- Manage secure access requests and permissions for controlled systems
- Support onboarding/offboarding relating to information access rights
- Ensure external parties comply with programme information control standards
Skills & Experience
Essential
- Proven experience as a Document Controller in a project, programme, or infrastructure environment
- Strong understanding of secure document handling, confidentiality, and access control
- Experience working with controlled or sensitive information (e.g. protectively marked data)
- Strong knowledge of document management systems (SharePoint, Aconex, A-Site, or similar CDE platforms)
- High attention to detail and strong organisational discipline
- Experience maintaining version control, metadata standards, and audit trails
Desirable
- Experience in regulated sectors (utilities, defence, rail, energy, construction)
- Familiarity with ISO 19650 information management principles
- Exposure to BIM/digital engineering information workflows (administrative support only)
- Experience supporting audits or compliance reviews
- Experience handling encrypted or security-controlled documentation environments
Key Performance Indicators
- Accuracy and compliance of document classification and version control
- Timeliness of document processing and distribution
- Audit readiness of document repositories
- Reduction in document errors, duplication, or misclassification
- Compliance with secure information handling procedures
Apply now! Please be advised: if you haven't heard from us within 48 hours, then unfortunately your application has not been successful on this occasion. We may, however, keep your details on file for any suitable future vacancies and contact you accordingly. We use generative AI tools to support our candidate screening process. This helps us ensure a fair, consistent, and efficient experience for all applicants. Rest assured, all final decisions are made by our hiring team, and your application will be reviewed with care and attention.
Secure Document Controller - PMO & Information Management in Warwick employer: Pontoon
Contact Detail:
Pontoon Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Secure Document Controller - PMO & Information Management in Warwick
✨Tip Number 1
Network like a pro! Reach out to people in your industry, especially those who work in document control or PMO roles. A friendly chat can lead to insider info about job openings that aren't even advertised yet.
✨Tip Number 2
Show off your skills! When you get the chance to meet potential employers, whether at a networking event or an interview, be ready to discuss your experience with secure document handling and version control. Make it clear how you can add value to their team.
✨Tip Number 3
Don’t forget to follow up! After any interaction, whether it’s an interview or a casual chat, drop a quick thank-you email. It keeps you on their radar and shows your enthusiasm for the role.
✨Tip Number 4
Apply through our website! We’ve got loads of opportunities waiting for you. Plus, applying directly gives you a better shot at being noticed by our hiring team. So, what are you waiting for? Get your application in!
We think you need these skills to ace Secure Document Controller - PMO & Information Management in Warwick
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Secure Document Controller role. Highlight your experience with document management systems and secure handling of sensitive information, as these are key aspects of the job.
Showcase Your Attention to Detail: Since this role requires a high level of accuracy and compliance, be sure to emphasise your organisational skills and any previous experience with version control and audit trails in your application.
Be Clear and Concise: When writing your application, keep it straightforward and to the point. Use bullet points where possible to make your skills and experiences stand out, especially those relevant to document control and governance.
Apply Through Our Website: We encourage you to submit your application through our website. This ensures that your application is received directly by our hiring team, giving you the best chance of being considered for the role.
How to prepare for a job interview at Pontoon
✨Know Your Documents Inside Out
Before the interview, make sure you’re familiar with the types of documents you’ll be handling. Brush up on your knowledge of secure document control and governance, as well as any specific systems mentioned in the job description, like SharePoint or Aconex.
✨Showcase Your Attention to Detail
During the interview, highlight your experience with version control and metadata standards. Be ready to discuss how you’ve maintained accuracy and compliance in previous roles, as this is crucial for the Secure Document Controller position.
✨Prepare for Scenario Questions
Expect questions that assess your problem-solving skills in document management scenarios. Think of examples where you’ve resolved inconsistencies or ensured audit readiness, and be prepared to explain your thought process.
✨Demonstrate Your Organisational Skills
Since this role requires strong organisational discipline, come prepared to discuss how you manage multiple documents and maintain structured repositories. Share specific tools or methods you use to keep everything in order.