Document Controller
Full-time, Permanent | Winchester, Hampshire
We are looking for a Document Controller/ Digital Information Assistant to join our administration team. The position is suited to an enthusiastic, diligent and highly organised individual, who will provide support with day-to-day operations of digital information. In this role, you will play a key role in managing, organising, and optimising digital and physical information systems, ensuring accuracy, accessibility, and compliance with established policies. They will also be responsible for supporting staff with file management, document control, and information handling across the organisation.
Role Responsibilities
* Upload, organise, and maintain digital content across platforms (e.g., websites, databases, intranets).
* Ensure all information is current, accurate, and compliant with data protection regulations.
* Develop and manage retention and disposal schedules for electronic and physical content.
* Collaborate with project teams and networks to address and resolve staff concerns.
* Ensure compliance with organisational policies and information governance standards.
* Log new jobs and create, maintain, and manage hard copy and electronic project files, including project email folders.
* Track and record the movement of files within the office to ensure their accessibility and proper management.
* Liaise with project teams to implement suitable file-sharing platforms for large projects.
* Provide support for larger projects, including file uploads to third-party platforms and monitoring contract administration and information exchange.
* Collaborate with the IT department to conduct IT housekeeping tasks.
* Coordinate with project managers at the end of the project life cycle to archive materials using an agreed checklist.
* Maintain and update archive records internally and on external platforms (e.g., Oasis Bridge).
* Respond to queries and conduct searches for archived project information.
* Perform regular reviews of archives to ensure accuracy and completeness of information.
* Identify files due for destruction and update the archive database accordingly.
* Act as a coordinator/document controller for information saved to new drives.
* Hold weekly meetings with Communications and Quality Management teams to address information management (IM) and quality management system (QMS) matters.
* Conduct monthly reviews with relevant stakeholders to discuss information management initiatives and improvements.
* Assist in implementing, configuring, and maintaining digital tools and platforms.
* Support the migration and integration of data into new systems.
* Deliver one to one support to individuals and induction training as and when required.
Person Specification
* Previous experience in a similar document control or information management role
* Background in architecture, interior design, construction industry.
* Proficient in Microsoft Suite (Outlook, Word, Excel)
* Knowledge of process-led, document control systems
* Strong communication skills, able to liaise with internal and external stakeholders
Company Information
Architecture firm established in the 1950’s, leading specialists in classical and traditional architecture and contextual urban design in the UK and internationally.
With offices based in Winchester & London, they employ over 140 highly skilled and experienced architects, technologists, urban designers, project managers, executive administration support staff to make visions come to life.
Their portfolio of projects covers a range of houses and buildings; these include new town and country houses, conversions, renovations and extensions, largely for private owners; historic buildings such as monuments, protected and Listed buildings; commercial and institutional buildings such as hotel, healthcare and office buildings; residential developments, masterplans and new urban designs ranging in size from small village extensions to major new developments.
Package Benefits
* 21 Days Holiday, plus bank holidays
* Pension Scheme (5% employee, 3% employer)
* Group Life Assurance
* Private Medical Insurance
* Subsidised Professional Membership Subscriptions – RIBA, ARB, CIAT.
* Subsidised Parking in Winchester City Centre