Document Management Specialists

Administrative & Executive Support

Level 4474 of 1200 points

Job description

Document Management Specialists

Job purpose

To implement and administer enterprise-wide document management systems and the standards, taxonomies and access controls governing them, so that the organisation can capture, store, retrieve, share and destroy electronic records lawfully and securely.

Skills

Knowledge of document and content management practice — classification taxonomies, metadata, revision control, access profiles and document workflow — with the systems knowledge to configure, test and support the software, and an understanding of the records management laws the systems must satisfy. Draws also on administrative procedure and instructional method. A bachelor's degree is the norm, with a meaningful minority holding a master's or post-baccalaureate certificate, plus several years of related experience and continued technical study.
Works with information technology specialists on implementation, with legal and compliance staff on changes to official documents, and with departments and end users on their requirements. Advises management and user groups on options, translates technical function into terms non-specialists can act on, prepares support and training material and instructs users. Negotiates where departmental needs differ.
Conducts needs assessments, classifies documents by security level, function and metadata, judges whether practice complies with records legislation and internal standards, and diagnoses users' problems in accessing content. Writes and executes test plans, analyses system performance data and proposes improvements. Judgement is applied where policy is being formed rather than merely applied, with specialist colleagues to refer to.
Plans implementation, testing and deployment work across departments, keeps standards and usage procedures current and coordinates others' contributions. Sets its own priorities and objectives to a considerable degree, and takes a longer view where system acquisition or taxonomy design is involved.
Screen-based work, with operation of data capture and imaging devices and handling of physical documents for scanning. No sustained handling or dexterity demands.

Responsibilities

No line management. Guides those using and supporting the systems, coordinates their work and carries a measure of responsibility for the outcomes of other workers who depend on the systems.
Holds no budget. Assists in the assessment, acquisition and deployment of new document management systems and monitors the resources committed to them, informing rather than making the purchasing decision.
Responsible for the document management systems themselves — configuration, user interfaces, access profiles and workflow — and for the imaging equipment feeding the repository.
Owns the integrity and security of the organisation's electronic records: administers access rights and revision control to protect master documents, confirms changes to official documents with legal and compliance staff, keeps security surveillance over document processing, distribution, storage and archiving, and monitors regulatory activity so that retention and disposal remain lawful. Exactness matters and decisions bear on co-workers across the organisation; policy is settled with others, to which the postholder contributes.

Effort required

Sustained analytical concentration on classification, compliance and design questions, alongside exacting routine administration of access rights, metadata and revision control. Decisions are regular, made under time pressure, and their effects reach co-workers and organisational results.
Constant contact by e-mail, telephone and in person with users, technical colleagues and compliance staff, requiring patience in resolving access problems and reconciling departmental requirements. No exposure to distress or hostility is evidenced; the personal demand lies in accountability for the lawful handling of records.
Predominantly seated at a workstation, with some repetition in system administration and use of scanning devices. No lifting or exertion.

Working conditions

An indoor, environmentally controlled office free of physical hazard, the work carried out alongside a work group, in a setting with an element of competition and of automated processing.
Schedules are regular and established, a standard full-time week being usual and a minority working longer; a small proportion of incumbents are on irregular rather than established schedules, and no shift or on-call requirement is recorded. The work carries recurrent time pressure. Substantial freedom is exercised over method and priorities within the organisation's policy, legal and technical framework.

Skills

40% · 231 points▾

KnowledgeLevel 4 of 8
72 of 144 points
Factual and theoretical knowledge in broad contexts within a field of work. The job requires a range of thinking and practical knowledge to find solutions to specific problems in the job or study area.
Interpersonal and communication skillsLevel 3 of 5
58 of 96 points
Effective communication and interpersonal relationships. The job holder is required to adapt communication to different audiences and foster trust, cooperation and positive working relationships.
Problem-solving skillsLevel 3 of 5
58 of 96 points
Variable problems. The job involves dealing with different kinds of problems that require careful thinking, research into different options or adjusting existing ways of doing things. Guidance and resources may be limited.
Planning and organisational skillsLevel 3 of 5
43 of 72 points
Moderate organisational skills required. The job requires the organising and prioritising of multiple tasks, with some level of adjustment to plans on the basis of changing circumstances or deadlines.
Physical skillsLevel 0 of 5
0 of 72 points
Not applicable. The job does not require any particular physical skills (although there is likely to be some physical activity).

Responsibility

35% · 140 points▾

PeopleLevel 1 of 5
29 of 144 points
Very limited. Not required to supervise or perform a caregiving role. The job may involve providing basic guidance to or orientation for others, such as helping new colleagues settle in.
Goods and equipmentLevel 2 of 5
34 of 84 points
Some responsibility for goods or equipment. The job involves the use and maintenance of equipment or stock, and the job holder is responsible for ensuring resources are used appropriately and safely.
InformationLevel 3 of 5
58 of 96 points
Moderate responsibility for information. The job involves managing information to ensure it is accurate, of high quality and secure. The job holder may make decisions about the handling of sensitive data.
Financial resourcesLevel 1 of 5
19 of 96 points
Very limited responsibility for financial resources. The job involves handling small amounts of cash or processing simple transactions, such as recording expenses or maintaining basic financial records.

Effort

15% · 79 points▾

Mental effortLevel 3 of 5
36 of 60 points
High level of mental effort. The job involves frequent concentration on complex tasks that require considerable mental effort, such as interpreting complex data.
Psychosocial and emotional effortLevel 3 of 5
43 of 72 points
Moderate psychosocial and emotional effort. The job requires the regular management of emotional responses, such as dealing with sensitive or challenging individuals or situations.
Physical effortLevel 0 of 5
0 of 48 points
Not applicable. The job does not require any physical effort.

Working Conditions

10% · 24 points▾

Environment (physical, psychological or emotional)Level 1 of 5
17 of 84 points
Minimal exposure to hazards or stress. The job involves little or no exposure to physical hazards (e.g. chemicals, moving equipment, noise) and minimal emotional or psychological risks (e.g. occasional routine tasks with no emotional burden). There is minor exposure to dust, dirt, fumes, noise, waste, poor lighting, etc.
Organisational environmentLevel 1 of 5
7 of 36 points
Minimal organisational demands. The job requires standard working hours with no night shifts or irregular schedules. There is little or no need for travel or digital connectivity beyond typical working hours.