Document Controller

The Document Controller will ensure the effective management, control, and governance of clinical and corporate documentation across the Trust. The post holder will maintain document management systems, ensuring that all policies, procedures, and guidelines are current, compliant, accessible, and correctly version-controlled.
This role supports clinical effectiveness, patient safety, and organisational accountability through robust document control processes, audit readiness, and compliance with national and Trust standards.
Key Duties and Responsibilities
Ensure all Trust documents are reviewed, approved, published, and archived in accordance with Trust policies and national standards.
Maintain and manage document control systems, ensuring accuracy, accessibility, version control, and traceability.
Monitor document review dates and coordinate timely updates with lead authors and relevant teams.
Support departments in the development, formatting, submission, and revision of policies, procedures, SOPs, and guidelines.
Coordinate the review, approval, and archiving processes for controlled documents across the organisation.
Assist in the development and implementation of document control policies, protocols, templates, and best-practice guidance.
Analyse document compliance data and produce regular reports on document status, review cycles, and audit readiness.
Act as a point of contact for document-related queries from clinical and corporate teams.
Support internal and external audits, inspections, and regulatory submissions (e.g. CQC, NHSE).
Identify trends and areas for improvement in document management practices and propose service improvements.
Provide advice, guidance, and training to staff on document control systems and procedures.
Supervise and support junior staff or colleagues as required.
Ensure compliance with information governance requirements, including the Data Protection Act and Freedom of Information (FOI).
Handle sensitive and confidential information in line with Trust policies at all times.
Freedom to Act
The post holder will work with a high degree of autonomy, prioritising and managing their own workload within agreed objectives. Guidance and support are available when required.

Significant experience in document control (public or private sector).
Experience using document management systems and maintaining controlled documentation.
Experience working in a healthcare or regulated environment.
Skills & Knowledge
Strong organisational and administrative skills with excellent attention to detail.
Knowledge of document control principles, version control, and records management (clinical and non-clinical).
Understanding of information governance, data protection, and regulatory compliance.
Strong IT skills, including Microsoft Word, Excel, and PowerPoint.
Ability to analyse complex information and produce clear reports.
Excellent written and verbal communication skills.
Desirable
Knowledge of NHS systems, processes, and regulatory frameworks.
Experience supporting audits and inspections.
Knowledge of document control best practice within healthcare settings.
Experience supervising or supporting other staff.