document controller

4 weeks ago

Jeddah, Makkah Province, Saudi Arabia Fakeeh Full time

Responsible for maintaining and overseeing the documents control system of the entire organization, ensuring that all documentation is accurate, up to date, and accurately distributed to relevant parties.

Duties and Responsibilities:

  1. Responsible for day-to-day administration of the office.
  2. Receives and registers Client provided documents including in-house generated corporate documents and incoming outside correspondence.
  3. Controls issuance of corporate document numbers, including maintenance of proper corporate document registers.
  4. Ensures proper corporate document classification, sorting, filing, and proper archiving.
  5. Reviews completeness of documentation and prepares corporate document transmittals.
  6. Performs file backup to ensure proper storage and archiving of electronic registers.
  7. Responsible for receiving, circulating, and recording all incoming and outgoing faxes, emails, and hand deliveries.
  8. Ensures sequential numbering system in each and every outgoing correspondence.
  9. Ensures all correspondences reach proper department.
  10. Maintains and updates the company's Document Control Electronic information system as needed.
  11. Introduces the documents control unit services to all employees of the organization.
  12. Complies with all company policies regarding ethical business practices.
  13. Demonstrates the ability to make decisions; takes appropriate action and follows tasks through to completion.
  14. Follows up on the governmental processes and pays those offices the required visits when needed.
  15. Other duties as assigned within the scope of responsibility and requirements of the job.
  16. Responsible for following up on pending documents and the exchange of original records.
  17. Demonstrates compassionate communication skills while providing support and care to the patients as "the patient is the center of our care."
  18. Performs all duties and tasks in line with the Person Centered Care values.
  19. Adheres to all policies, plans, and programs within the Fakeeh Care.
  20. Performs duties as per the code of conduct requirement and ethical standards as outlined in the HCM policies and guidelines.
  21. Completes mandatory education as per the requirement at least one month prior to expiration.
  22. Maintains up-to-date knowledge on information relating to quality and safety, accreditation, policy management, and document management systems.

Qualifications:

Bachelor degree in business administration or any equivalent degree.

At least 3 years of document control function experience.

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