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Document Controller Job Description

How to Hire a Document Controller

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Document Controller Job Description

We have an opening for a document controller to join our company. You will manage all controlled documents, making sure everything is where it should be. You will design and maintain the document processes and procedures and enforce the chain of action and document classification. You handle controlled documents and edit, update, and cheque for accuracy. You will approve documents and distribute them to the correct persons. You must also ensure proper labelling, numbering, and accessibility to employees. When needed, you will archive and maintain a secure storage space for these documents.

Document Controller Duties and Responsibilities

  • Conduct document audits
  • Ensure revised documents are accessible
  • Assist with communication during external audits
  • Train clerks and delegate and oversee their tasks
  • Conform to company specifications and documentation procedures
  • Train employees in the document processes to ensure correct handling of documents from the ground up
  • Ensure proper organisation and security of documents
  • Oversee document thru its entire lifecycle
  • Cheque and edit documents and prepare for distribution
  • Create document filing and organising systems that are both effective and efficient
  • Log document requests and retrieve documents as needed
  • Distribute documents to relevant recipients
  • Confirm delivery of documents to proper personnel
  • Ensure proper organisation and security of documents (paper and electronic)
  • Log document requests and help retrieve documents as needed for employees
  • Make available, notify and distribute documents to relevant recipients
  • Confirm delivery of documents to proper personnel

Document Controller Skills and Requirements

  • Bachelor’s degree in business management, administration or related field
  • Proven skill for creating and implementing controlled document processes
  • Extremely organised and efficient
  • Work well under pressure and have impressive stress management
  • Strong oral and written communication skills
  • Proclivity for catching errors and enacting appropriate changes
  • Outstanding time-management
  • Strong interpersonal skills
  • Excellent analytical ability
  • Archival experience
  • 5+ years of relevant experience
  • Expert data organiser

Personalising Your Document Controller Job Description Advise

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company’s culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.


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