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Document Controller Job Description

Our Document Controller job description includes the Document Controller responsibilities, duties, skills, education, qualifications, and experience.

Document Controller Example

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If you need an example job description for a Document Controller download the one below, alternatively we have many other Office Administration job description samples and a job description library with over 3000 job descriptions templates that you can download for free.

What does a Document Controller do?

Document controllers manage the intake, handling, and storage of documentation for organisations. They cheque documents, scan and photocopy files, and make sure that organisational documentation is stored safely and securely. They also write reports, archive materials, and ensure seamless document access across departments.

Document Controller Role

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

  • 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 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

How to write a Document Controller Job Advert

Use our job advert template to write a job advert for posting on job sites and job boards. Our job advertising templates are carefully created to help you reach your audience and beat the competition to the best talent.

A job description informs the reader about a job, whereas a job advert’s main objective is to sell the job opportunity to attract as many suitable applicants possible. A job advert maybe the first touch-point a candidate has with your company so it is important to create a great impression.

Job Advertisements should enticing, so considering using short, exciting language which get the reader’s attention.

How to write a Document Controller Job Description

To write a job description, we recommend starting with a job description template from our job description library, which contains examples for 800+ positions and professions. Our job description examples include a job summary with duties and responsibilities and skills and requirements, which can be personalised for your job vacancy.

Job Description Advice - Guidance on How to Personalise a Document Controller Job Specification

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.

Job Description Tips - Help on formatting a Document Controller Job Specification

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.

How to Hire a Document Controller

Once you have selected your Job Description download it or convert it to a Job Advert. From here you can post/advertise your job across our network of job boards. If you wish to use the job description for a CV Template click through for advice and Convert to a CV

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