JOB TITLE Document Control / O&M Coordinator

TITLE OF LINE MANAGER Document Systems Manager

BAND 4

PURPOSE OF THE ROLE

To oversee the coordination of the O & M Manuals for projects.

DISCIPLINE ACTIVITYCompliance Take receipt of the created electronic O&M File including link in teams

electronic filing structure to enable access to manuals held on central server. Issue PLAT to O&M Creator and Pre-Commencement Checklist to Project Manager for completion, Set-up paper version and electronic version of O&M Manual

Contract Reviews Attend pre-commencement meeting and agree roles & responsibilities of Project Team and required input into manuals, Attend project reviews / manual reviews at 25%, 50% & 75% and issue reports on outstanding items

Administration Issue letters/information requests to sub-contractors & suppliers etc On receipt of information check / technical vetting of manual information is undertaken. Receipt and onward transmission of incoming O&M information to the correct team members

IT Systems Effective use of the company computer systems e.g. COINS, Microsoft Outlook, Word, Excel, PowerPoint to support the service role provided

Customer Service Achievement of excellent customer service relationships, both internal and external, by the confident use of good communication techniques

Draft & Final Issues Issue draft manuals 12 weeks prior to handover for comments etc. (subject to contract duration) and incorporate comments. Issue final manual 6 weeks prior to handover complete with transmittal note and Client / Building Owner introduction letter

Archive Archive completed manual to CD (locally). Transfer manual from current projects list to archive area

O & M Production Manage the production of O&M manuals for the operating unit, be the key pint of contact / liaison for all matters relating to O&M manuals, deliver consistently high standard quality O&M manuals and maintain a plan/programme of production which is in line with projects contractual obligations

BEHAVIOURIAL COMPETENCIES

o As per the Behavioural Competency Handbook

TECHNICAL COMPETENCIES

Essential

Previous O&M ExperienceIT Literate 4P User

DesirableMember CITB