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Salary – £39,00 – £45,000
Location – Stratford, with hybrid working
Contract Type – TfL, Perm

Overview of project/role

The Data Controller will be the focal point in the Project Team for the orderly and diligent management of all project documentation. Work closely with the project delivery teams and relevant TfL Professional Services supporting project and programme delivery to ensure that documents to support project and programme delivery are correctly transmitted, stored and retrievable. Provide advice and guidance to temporary resources that are brought in when the workload demands it.

Key Accountabilities

• Ensure that all documentation within the assigned programme or project or Programme Management Office (PMO) is managed according to TfL's mandated project and programme methodology guidelines.
• Facilitate the conversion of templates and forms into published electronic files required as project deliverables. Ensure these documents are correctly indexed with metadata and stored in the correct location to enable fast and efficient retrieval throughout the project’s lifecycle.
• Control the orderly management, correct storage, protection, version control and indexing of information received from or disseminated to external stakeholders.
• Ensure documents are managed and organised to support stage gate reviews.
• Provide “super-user” services associated with the project document management systems including folder creation and administration of starters and leavers. Ensure that access permissions/security are correctly applied.
• Quality control all documents being placed in document management systems identifying to the document owner those documents which are unsatisfactory for any reason e.g. format or file size, legibility, incorrect template, incomplete information or signatures.
• Assist Project Managers to produce regular reports on the status of documents documents.
• Manage relationships both within the project team and external suppliers.
• Aid the the handover of documents to operations/maintenance once a project is complete.
• Contribute to driving and leading a positive safety culture within Capital Delivery projects and ensuring their team is invested in managing and improving HSE performance.
• Contribute to equality of opportunity, social inclusion, fair employment and environmental sustainability, creating open, inclusive and engaging environment within MPD and across stakeholders, customers and supply chain.

Skills, Knowledge & Experience

Skills
Good influencing skills to manage and embed Data Control/ Information Management methodology and process in support of delivery of high risk, value and complex project and programmes. Specific technical skills include:

• Stakeholder management
• Project Management
• Information Governance
• Document Control and Configuration Management

Knowledge

• Knowledge of and understanding of capital projects and programmes with an emphasis on Data Control/ Information Management & benchmarking and how this supports and integrates with a wider high functioning environment.
• A good level of understanding of the roles and responsibilities within a project team .
• Knowledge of basic project workflows such as drawing approval.
• A good understanding of document version control .
• A good understanding of document management systems to “super-user”/administrator level.
• A good understanding of the process and requirements for the handover of documents at project completion including operating and maintenance manuals, test certificates, and the management of “as built” drawings”.
• A good level of understanding of document retention/archiving methods.

Experience

• Experience of creating, adapting and monitoring process around Data Control/ Information management in major projects and experience of implementing tools to support changes.
• Experience of dealing with a range of stakeholders at all levels across the organisation influencing improving process to s
• Experience of document management in a project environment.
• Use of a recognised electronic document management system.
• Experience of data collection and analysis.
• Experience in an information management role.

Equality, diversity and inclusion
We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria. We also use anonymising software that removes identifying information from CVs and cover letters to make the process fair.

Application Process

Please apply using your CV and a maximum two-page covering letter.

Think carefully about the skills, knowledge and experience in the advert and cover this in your CV and cover letter. Word format preferred and do not include any photographs or images

The closing date for applications is 03/03/23 @ 23:59
Please note we may close the advert early if we receive a high volume of applicants.

Your cover letter will be used as part of the shortlisting process. Any applicants without a cover letter submitted will be declined.

Benefits

In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow. Rewards vary according to the business area but mostly include:

• Final salary pension scheme
• Free travel for you on the TfL network
• A 75% discount on National Rail Season Ticket and interest free loan
• 30 days annual leave plus public and bank holidays
• Private healthcare discounted scheme (optional)
• Tax-efficient cycle-to-work programme
• Retail, health, leisure and travel offers
• Discounted Eurostar travel