Document Control Lead in Basingstoke

The Document Control Lead is responsible for establishing, managing and continuously improving document-control governance across the programme. The role ensures that all programme and project documentation is structured, versioned and controlled in alignment with contractual requirements (including NEC ECC), PMO governance standards and recognised Information Management frameworks. This role leads the Document Control function, oversees the implementation of metadata and naming conventions, and governs the use of SharePoint and Autodesk Construction Cloud (ACC) as the programme's document repositories. The Document Control Lead ensures internal documentation is compliant, fully traceable and audit-ready prior to any communication issued to the client.

Here are some of the activities you will get involved with…

• Document Governance & Standards
  • Establish and maintain programme-wide document control procedures, workflows and governance standards.
  • Define and enforce metadata structures, naming conventions and classification schemes.
  • Manage the lifecycle of controlled documents (Draft Review Approved Published Archived).
  • Maintain version control, revision histories, approval evidence and audit trails.
  • Maintain programme-level document registers, ownership logs and structured library architecture.
  • Support compliance with NEC ECC by ensuring all internal documentation is complete and audit-ready before authorised teams issue notices via the client's system (Sypro).
  • Ensure document-control practices align with ISO 9001 quality requirements and, where applicable, support ISO 19650-compliant information management practices.
• System & Process Management
  • Govern the configuration, permissions and performance of SharePoint and ACC as the programme's document-management systems.
  • Develop, track and report KPIs for document turnaround, accuracy and compliance.
  • Support integration between document-control workflows and PMO governance, Engineering, Commercial and Project Controls processes.
  • Collaborate with Data Engineers to align metadata with reporting and automation needs.
  • Ensure readiness for future migration or expansion across CDE platforms and enhanced workflows.
  • Ensure CDE workflows, states, and status codes (e.g., WIP, Shared, Published, Archived) are correctly applied and governed within ACC.
• Team Leadership & Delivery
  • Lead and mentor the Document Control team, providing coaching, training and quality assurance.
  • Allocate workloads and priorities across Document Controllers and Technical Writers.
  • Provide quality checks on key documentation and ensure consistent application of governance standards.
  • Serve as the primary escalation point for document control queries, issues and decision‑making.
• Collaboration, Training & Stakeholder Engagement
  • Collaborate with Engineering, Project Management, Commercial, Risk, Planning and PMO functions to ensure documentation supports efficient delivery.
  • Train internal teams on document‑control procedures, metadata tagging, file naming, versioning and system use.
  • Provide guidance to project and commercial teams to ensure internal documentation is structured and complete prior to contractual communications issued through the client's NEC ECC platform (Sypro).
  • Liaise with client representatives on documentation expectations, audits and alignment with external requirements.
• Continuous Improvement
  • Identify and implement improvements to document‑control workflows, metadata rules and naming standards.
  • Drive user adoption and improve usability of structured document repositories.
  • Lead the progressive alignment of SharePoint and ACC with ISO 19650 principles.
  • Support the programme's broader digital‑transformation goals through enhanced IM practices.
  • Contribute to the development of programme‑wide Information Management maturity aligned with ISO 19650 and digital transformation objectives.

Qualifications

• Relevant qualification or equivalent experience in document control, information management, quality systems or records management.
• Strong working knowledge of ISO 19650 principles and Common Data Environment practices.
• Demonstrable learning and practical experience in document management and digital platforms.
• 5-7 years' experience in document control, including 2-3 years in a lead or supervisory role.
• Experience supporting large infrastructure, engineering or construction projects.
• Proven experience managing document lifecycles, registers, approvals and metadata.
• Experience working with SharePoint document libraries.
• Experience supporting PMO or programme governance documentation requirements.
• Strong understanding of document lifecycle control, versioning, traceability and auditability.
• Proficiency in SharePoint Online (metadata, views, permissions, library configuration).
• Excellent organisation, accuracy and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Strong communication and training skills.
• Understanding of CDE workflow states and status codes (e.g., WIP, Shared, Published) as defined by ISO 19650.

Every day we work smarter, greener and use our imaginations. In addition to helping you reach your career goals, a competitive salary, pension, healthcare and holiday allowance starting at 24-26 days per annum, we also offer perks including Clancy Xtras, our employee benefits programme with discounts for numerous well‑known retailers such as Tesco, Sainsbury's, Currys PC World and Vue Cinemas, cycle to work scheme as well as an Employee Assistance Programme. Clancy is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all our employees. If you require any reasonable adjustments to be made for you to attend an interview, please do let us know and we will be happy to accommodate. Our purpose at Clancy is simple - we make life better for everyone’s growing families. We play a vital role in providing fresh drinking water and power to millions of homes and businesses and so much more. We are one of the biggest family‑owned construction businesses in the UK and we care about our people, our clients and the environment.

What next? You apply, and we respond within two weeks (we know how annoying it is not to hear anything back)! If you don’t receive feedback within that timescale, do let us chase us - one of our values is to do what we say we will do!