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Documentation Specialist Job Description

How to Hire a Documentation Specialist

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Documentation Specialist Job Description

We are recruiting for a Documentation Specialist who will be responsible for outlining a long-term storage strategy, working with colleagues to ensure consistency of documentation practise across the company and training employees on efficient documentation usage, amongst other duties.

We expect Documentation Specialists will physically exert themselves with the moving of files and boxes, requiring physical strength and stamina.

Documentation Specialist Duties and Responsibilities

  • Proficiency with scanning and administrative technology.
  • Physical strength and stamina for heavy lifting.
  • Outstanding organisational skills.
  • Multitasking ability.
  • Attention to detail.
  • Excellent written and verbal communication.
  • Good interpersonal skills.
  • Degree in Communications or similar field.

Documentation Specialist Skills and Requirements

  • Organise an archiving system.
  • Retrieve documents upon request.
  • Outline a long-term storage strategy.
  • Label, sorting and categorising documents for ease of use.
  • Adhere to regulatory requirements.
  • Work with colleagues to ensure consistency of documentation practise across the company.
  • Assist with both internal and external audits.
  • Ensure documentation integrity.
  • Train employees on efficient documentation usage.
  • Control access to documents.
  • Remove documents that are obsolete.
  • Utilise storage software and applications for electronic filing.
  • Perform transcription and conversion work.
  • Proofreading documents upon request.
  • Proficiency with scanning and administrative technology.
  • Physical strength and stamina for heavy lifting.
  • Outstanding organisational skills.
  • Multitasking ability.
  • Attention to detail.
  • Excellent written and verbal communication.
  • Good interpersonal skills.
  • Degree in Communications or similar field.

Personalising Your Documentation Specialist 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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