Secure Document Controller – PMO & Information Management Specialist. Job in Warwick LilyLifest[…]

Job Title: Secure Document Controller – PMO & Information Management

Location: Warwick / occasional travel to office

Contract Type: 6 months contract with scope to extend

Role Overview

This role sits within a major infrastructure transformation programme and is responsible for the control, governance, and secure handling of sensitive, confidential, and encrypted project documentation and information.

Working within a structured PMO and project controls environment, the Document Controller ensures that all programme information is correctly classified, securely managed, version‑controlled, and fully auditable across the project lifecycle.

This role is critical to maintaining information integrity, compliance, and governance standards across all project documentation, including regulated and protectively marked materials.

Key Responsibilities

Secure Document Control & Governance

• Manage the full lifecycle of controlled and sensitive programme documentation
• Ensure all documents are correctly classified, versioned, and securely stored
• Maintain strict adherence to document control procedures for protectively marked / confidential information
• Control document distribution, access permissions, and encryption compliance
• Ensure traceability of all document changes and approvals

Information Management & PMO Support

• Maintain structured document repositories and controlled data environments (e.g. SharePoint / CDE platforms)
• Support PMO governance processes through accurate documentation control
• Maintain registers, logs, and information tracking systems (RAID, change logs, action trackers)
• Support audit readiness by ensuring all records are complete, consistent, and retrievable

Data Integrity & Quality Assurance

• Conduct routine quality checks on documentation and data records
• Identify and resolve inconsistencies in document versions, metadata, and classification
• Escalate data integrity or compliance risks to PMO leadership
• Support continuous improvement of document control processes

Secure Digital & BIM-Related Information Handling

• Coordinate secure submission, storage, and retrieval of digital project information
• Maintain controlled records relating to model/data submissions where applicable
• Track document/model status through review and approval workflows
• Ensure secure handling of digital outputs from design and engineering teams

Stakeholder & Supplier Information Control

• Act as the primary point of contact for document control queries across project teams and suppliers
• Manage secure access requests and permissions for controlled systems
• Support onboarding/offboarding relating to information access rights
• Ensure external parties comply with programme information control standards

Skills & Experience

Essential

• Proven experience as a Document Controller in a project, programme, or infrastructure environment
• Strong understanding of secure document handling, confidentiality, and access control
• Experience working with controlled or sensitive information (e.g. protectively marked data)
• Strong knowledge of document management systems (SharePoint, Aconex, A‑Site, or similar CDE platforms)
• High attention to detail and strong organisational discipline
• Experience maintaining version control, metadata standards, and audit trails

Desirable

• Experience in regulated sectors (utilities, defence, rail, energy, construction)
• Familiarity with ISO 19650 information management principles
• Exposure to BIM/digital engineering information workflows (administrative support only)
• Experience supporting audits or compliance reviews
• Experience handling encrypted or security‑controlled documentation environments

Key Performance Indicators

• Accuracy and compliance of document classification and version control
• Timeliness of document processing and distribution
• Audit readiness of document repositories
• Reduction in document errors, duplication, or misclassification
• Compliance with secure information handling procedures

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