Document Controller

Overview

Sword is a leading provider of business technology solutions within the Energy, Public and Finance Sectors, driving transformational change within our clients. We use proven technology, specialist teams and domain expertise to build solid technical foundations across platforms, data, and business applications. We have a passion for using technology to solve business problems, working in partnership with our clients to help in achieving their goals.

About the role

Join Sword Group as a Document Controller and become a key player in shaping how critical information is managed and utilised. Your expertise will ensure that essential documents are meticulously organised, consistently updated, and easily accessible. Embedded within our customer's Document Control team, you’ll be at the heart of maintaining compliance with industry standards, safeguarding data integrity, and streamlining workflows. Your role goes beyond organisation — you’ll empower teams by providing the support and training they need to navigate systems with confidence. Your attention to detail and proactive mindset will drive process improvements, optimising document management practices and enhancing operational effectiveness. By fostering a culture of accuracy, compliance, and efficiency, you will play a vital role in ensuring project success while keeping information flowing seamlessly across teams.

Please note - This is a full-time position based entirely on-site.

Responsibilities

• Update Electronic Document Management System to ensure documentation adheres to work instructions
• Manage hard copy documentation on both onsite and offsite archive locations, in accordance with Document Schedules to preserve evidential information that can be sourced when required
• Capture and share high value, final version documentation in EDMS to preserve corporate memory and improve search and future retrieval
• Distribution of safety critical documentation to ensure complete, accurate and quality information is available at all locations and in emergency situations
• Seek continuous improvements in process to improve efficiency in technical and company management system documentation
• Track and manage information to establish accountability and traceability
• Deliver front line support for information queries to facilitate business requirements
• Audit controlled documents to ensure integrity and confidence in the documentation held
• Ensure information flow effective between end user and management system

Key skills and experience

• Experience in document control within the energy, engineering, or similar sectors
• Strong understanding of document management processes and industry best practices
• Hands-on experience with Electronic Document Management Systems (EDMS)
• Knowledge of engineering and design documentation types
• Excellent written and verbal communication skills for effective collaboration
• Detail-oriented with a methodical and organised approach
• Self-motivated and proactive, with the ability to work independently and take initiative

Benefits

At Sword, our core values and culture are based on caring about our people, investing in training and career development, and building inclusive teams where we are all encouraged to contribute to achieve success. We offer comprehensive benefits designed to support your professional development and enhance your overall quality of life. In addition to a Competitive Salary, here’s what you can expect as part of our benefits package:

• Personalised Career Development: We create a development plan customised to your goals and aspirations, with a range of learning and development opportunities within a culture that encourages growth.
• Flexible working: Flexible work arrangements to support your work-life balance. We can’t promise to always be able to meet every request, however, are keen to discuss your individual preferences to make it work where we can.
• A Fantastic Benefits Package: This includes generous annual leave allowance, enhanced family friendly benefits, pension scheme, access to private health, well-being, and insurance schemes, an employee assistance programme, discounted cash plan and more….

At Sword we are dedicated to fostering a diverse and inclusive workplace and are proud to be an equal opportunities employer, ensuring that all applicants receive fair and equal consideration for employment, regardless of whether they meet every requirement. If you don’t tick all the boxes but feel you have some of the relevant skills and experience we’re looking for, please do consider applying and highlight your transferable skills and experience. We embrace diversity in all its forms, valuing individuals regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity status, race, colour, nationality, ethnic or national origin, religion or belief, sex, or sexual orientation. Your perspective and potential are important to us.

If we can do anything to help make the hiring process more accessible, please let our talent acquisition team know when you apply so we can support any adjustments.