Foundation for Medical Services

Document Controllers

  • Basis:  Full-Time
  • Closing Date:  26 Apr, 2024
  • Job Ref:  KMP-89731

Job Description

The Foundation for Medical Services is seeking to recruit Document Controllers to join its team.

Jobsplus Permit Number: 39/2021.

Reports to: Project Manager / Deputy CEO and Chief Projects Officer, FMS / Chief Executive Officer, FMS or their named delegate/s.

Document Controller to maintain records and oversee document control for regulatory and legal compliance. The job is primarily clerical. The ideal candidate must be a self-starter, capable of working well both independently and in teams. The Document Controller Officer should be a team player, detailed and comfortable communicating all issues clearly to the supervisor.

The main responsibilities and duties for the post of Document Controller Officer will include:

  • Responsible for controlling the numbering, filling, sorting and retrieval of electronically stored or hard copy documentation produces by technical teams, projects or departments in a timely accurate and efficient manner.
  • Collect, scan and upload documents following set procedures.
  • Use proper Document Management for everyday operations, maintenance and quality control.
  • Notify personnel of updated document versions and how to access them.
  • Print and distribute documents as necessary.
  • Minutes of meetings and all official correspondence is another critical aspect of document control in project management, which the document controller would manage. The Document Controller Officer has to ensure that all the minutes, including those taken by the other personnel, are kept and stored correctly.
  • Responsible for training employees on records management procedures and policies, which include documentation, retention, retrieval, destruction and disaster recovery.
  • Assist with file migrations and audits, and perform administrative tasks as needed.
  • Ensure that full traceability is maintained throughout the project, increase transparency, remove opportunities for unwarranted claims for time and money and allow retrieval of required documentation in an efficient manner.
  • Aid in contract management, by keeping track of which deliverables may be pending at any time, with respect to the contract requirements.
  • Ensure all information is clearly available as required before, during and after the project execution.
  • Keep track of project-related, time-bound deliverables.
  • Guide all the departments in maintaining good record-keeping and documentation systems.
  • Assist in the SOP administration system.
  • Act as Data Protection Officer and ensure that all the GDPR rules are enforced in effective manner.
  • Any other duties as needed by Employer.

Eligibility Criteria
By the closing date, candidates must be in possession of:

  • A qualification at MQF Level 5 or higher in administration or a related field.
  • A minimum of 2 years experience in document or records management.
  • Excellent working knowledge of Microsoft Office, preferably in possession of ECDL.
  • In addition, having experience in minute-taking and report writing is preferred.

Type of Contract and Salary Range

  • Contract Type: Indefinite Contract with 6-month probationary period.
  • Salary range: €23,000 – €26,000.

Interested persons are to submit their application together with the below documents:

  • Application letter.
  • An updated C.V.
  • Two reference letters from previous employers.
  • Police conduct certificate (obtained within the last six months).
  • Copy of the relevant qualification certificates. (Applicants in possession of a foreign qualification need to submit a recognition statement from the Malta Qualifications Recognition Information Centre).

Interested persons are to submit their application via the apply button below.

Applications should reach the HR department by not later than 26th April 2024.

  • Salary:  €23,000 - €26,000