Information Liaison

The Information Coordinator role is an individual contributor within the Information Management Team reporting to the Unstructured Information Specialist. They are responsible for ensuring that documents are managed within working, published and archived information stores and providing support to various stakeholders across the organisation in managing their own information in accordance with industry best practice.

The role scope extends to: modernizing document archives to enable self-service, providing competent advice and support to information users, proactively managing meta-data content and quality, building positive relationships with information owners, stewards, and users.

Documentation types within the remit of the Information Coordinator covers all business and client documentation (PDFs, physical archives, MS Office docs, project artefacts, O&M manuals, etc) residing within (or destined for) the HMNB Portsmouth Infrastructure physical and digital documentation archives.

Role Purpose (Why do we need this role and what outcomes do we expect?)

We require you to deliver:

• Quality assured document data labels / meta-data in all archives (to differing quality levels depending on the archive)


• Document Control services to protect the PNB (Portsmouth Naval Base) asset documentation sets and associated meta-data including maintenance of versioning, indexing, and permissions data; while complying with defined policies (e.g., document retention, document marking).


• Advice and guidance to teams specifying documentation requirements ahead of their generation to ensure subsequent alignment with KBS Maritime document archive data needs.


• Support to a variety of teams in applying best practice information management techniques on their information sets.


• Support in centralising asset information (both structured and unstructured) from local silos to managed environments.


Role Responsibilities (How do we see the role being delivered?)

As part of delivering this role, you will typically be:

• Maintaining the earned trust of existing asset document stewards across the Team Portsmouth Infrastructure organisation


• Migrating and tagging asset documentation inherited from the previous contract into the legacy document digital document archive (including scanning hard copy documentation into digital formats where required).


• Providing guidance, advice and support to Base Services teams in all aspects of documentation management.


• Proposing improved ways of working related to documentation control and utilisation across the Base Services business.


• Identifying improvement areas and solutions to line management for inclusion in the Team Portsmouth "Asset Information Data Management Strategy" which drives compliance with ISO55001.


• Meeting all information security requirements particularly when issuing documents outside of KBS Maritime.


• Supporting quality assurance activities and raising issues of non-conformance to line management.


• Building relationships with a focused business area to support uptake of information management best practice, Challenge non-conformance to defined ways of working for documentation asset data & information and raise issues identified to line management.


• Understand and incrementally work with others towards a prescribed long term vision and roadmap for wider asset data management.


• Understand the costs and benefits of documentation asset data management solutions which drive prescribed long term strategies.


• Act as a role model for desired documentation asset data management behaviours.


• Work in a lone working environment when required.


• Demonstrate good organisation skills and orderly manner


• Respond quickly to changing demands and priorities.
  
  Demonstrated competence at operating document management tools such as SharePoint.


• Worked as a Document Controller previously using modern solutions (e.g., BIM19650 compliant CDEs) in an FM or construction environment.


• A basic working knowledge of relevant documentation data & information management standards and best practice methodologies including ISO19650 as a minimum.


• The ability to provide technical expertise, advice, and support to KBS Maritime and client teams in all aspects of documentation management.


• Moderate to advanced Excel and Word skills


Key Competencies: (What skills, knowledge and abilities does this role need?)

While delivering the role, you will demonstrate competence in:

• Approachable - Builds rapport and takes time to explain technical requirements


• Flexibility - applies procedures flexibly


• Communication and influencing - establishes communication routes, actively listens, clarifies, gives/seeks feedback, clear and concise


• Interpersonal skills - builds positive relationships, confident in own ability, approachable to all staff, shows respect and tolerance


• Analytical Thinking - ability to identify key issues


• Planning - organised approach to prioritization, unphased by high workloads


• Achievement - Drives for improvement despite frequent obstacles


• Initiative - Adapts existing approach, acts, and looks ahead


• Values - lives and endorses the company values, Collaboration


• Proactivity


• Positive, clear communication


• Listening


• Eye for detail


• Trusted to deliver


• Level headed, A relevant certification, HNC, HND or degree (e.g. Information Management / Document Control / Engineering).


• Ideally hold Technician status or equivalent with an appropriate professional institution.


• Or have held or be eligible to apply for security clearance.