Senior Information Coordinator

Around the world, SYSTRA’s specialists plan, design, integrate, test, commission, project manage and deliver mass transit and mobility solutions that are relied on by more than 50 million people every day.

For more than 60 years, the Group has been committed to helping cities and regions contribute to their development by creating, improving and modernising their transport infrastructure with sustainability, accessibility and innovation at the heart of our designs. With over 10,300 colleagues globally and around 1000 in the UK & Ireland we are growing significantly and seeking out the very best talent to join the SYSTRA signature team and be part of leading the way in infrastructure design.

We currently have a vacancy for a Senior Information Coordinator to join us on a fixed term contract. This role will be based from our York office with a duration of 9 to 12 months. The successful candidate will be responsible for information management for a project to a high degree of reliability for security, version, visibility, availability and most importantly with a controlled reliable audit trail. This is a great time to join SYSTRA as our profile in the UK continues to grow, we look forward to receiving your application.

Main Duties

• Implementing Information Control strategy, data, and systems management, maintaining accurate records of all data, management, and documents at all times.
• Building workflows, streamlining processes, and making efficiencies.
• Ensuring that all project participants have copies of the latest document and are working to them.
  * Ensuring the issue, receipt, and acknowledgement of documentation.
  * Filing and archiving all documents within the secure system.
  * Ensuring that as built, record drawings and operations manuals are available at the end of the project in a format as may be approved by the client.
  * Providing document control for all client/confidential documentation.
• Report to the Senior Information Manager/Team Leader and provide one-week look-ahead of workload for the team, allowing the Team Leader to sufficiently distribute workload across the whole Information Control team.
• Develop and mentor a team of competent and highly effective Information Coordinators, delivering an end-to-end effective document management and administration service across a range of projects.
• Approve holiday and absence requests, manage workload priorities, ensuring cover for leave/absence and manage return to work discussions and sickness absence within the team.
• Organise regular team meetings and 1-2-1 discussions for team members to ensure fully compliant with business needs and priorities. Arrange Personal Development Reviews and feedback on performance to the Team Leader, reviewing training and development needs and support with training on the management systems for all Information Coordinators.
• Undertake a fee earning role providing technical and administrative document management support to technical and project teams.
• Responsible for Information management on a project to a much higher degree of reliability for security, version, visibility, availability and most importantly with a controlled reliable audit trail.

Operational Accountabilities

• Taking the lead in the Project Team in relation to Document Control Issues
• Managing large volumes of incoming data in line with the company standard
• Undertake configuration and day-to-day management of the Common Data Environment (CDE), adding and maintaining user accounts and security groups.
• Interface with Project Team and other agreed stakeholders - Act as the main point of contact for all queries and requests relating to the CDE system.
• Provide CDE training and maintain training log – Organise and undertake regular training sessions on the purpose and use of the system for new users and refresher training for existing users. 
• Provide appropriate proactive support working collaboratively with the project team, suppliers, and others to ensure information management and document control systems are effectively implemented including:
• Issue document numbers to relevant parties in accordance with the project requirements
• Quality check incoming documents (e.g., from designers/ sub-contractors) in line with the document control procedure
• Ensure documentation contains the appropriate metadata for tractability retrieval and audit purposes.
• Provide document support to ensure information is issued and maintained in an efficient and accessible controlled manner.  
• Support the approval / acceptance processes—e.g., assist with collation, distribution, and close-out of comments.
• Support implementation of other relevant procedures such as contract management, Requests for Information and Technical Queries
• Act as a point of contact for the client and other relevant parties on information management and document control matters
• Has a strong relationship not only with the project team but also with sub-contractors to ensure that information is distributed quickly and efficiently and that queries are handled quickly and professionally
• Formatting reports and spreadsheets (in both Word and Excel) to desired standard
• Producing and collating PDFs in Adobe
• Uploading onto other EDMS as the different projects require
• Ensuring all proposals and bids receive the same processing as deliverables
• Produce templates and maintain to the company standard

Financial Accountabilities

• Review and maintain personal utilisation target
• Understand information controller fee allocation to your project(s) and allocate hours within the budget
• Contribute to information management control value for money, and delivery of required outputs

Other Responsibilities

• To uphold and act in accordance with the Group’s values, behaviours, and strategic objectives within the context of the duties of the post
• To support and adhere to the Group’s policies on equality, diversion, and inclusion
• To comply with the requirements of the Data Protection Act and associated legislation in so far as they relate to the duties of the post
• To comply fully at all times with the policies relating to conduct at work

Why SYSTRA?

Our three core values: Excellence, Connected Teams and Bold Leadership are kept at the heart of everything we do. We strive for the highest levels of technical excellence, achieving the best results through teamwork, both locally and internationally, and reward innovative thinking through encouraging all colleagues to think as leaders. We offer clear and well supported pathways for career development and qualification attainment, a competitive remuneration package including a bonus and private healthcare, an electric car scheme and a broad suite of flexible benefits to suit your lifestyle.

Flexibility
Because we value who you are as much as what you do, we want you to feel supported at work. We offer hybrid working, balancing the benefits of working from home with time in our modern, well-equipped offices for that crucial in-person contact, team development and collaborative working. We also recognise that life doesn’t always run to the same schedule for everyone, so we have a dedicated flexible working policy to support you in tailoring your work life to reach your full potential, for more details on this, please get in touch.

Diversity & Inclusion

We provide a warm welcome and encourage applications from a diverse range of people who can enrich our company and offer perspectives which will drive better solutions in a truly inclusive environment. Our employee led working groups and clearly defined strategy help us to keep at the leading edge of important issues and keep us accountable. We want our colleagues to feel comfortable to bring their whole selves to work and continually seek new ideas and contributions to ensure we continue to grow and develop in this space.

Wellbeing

It’s no surprise that people do their best work when they feel physically and mentally supported. Our SYSTRA Wellness Programme offers a wide range of support; from Wellness champions, to free health checks, healthy eating workshops and regular seminars, alongside access to a wide range of external support. We offer two paid days for charity work and an ever-growing social calendar.

Apply and find out more about how Systra can support you in your career journey. If you require any adjustments or financial assistance to support you in your application or interview process please email:

reasonableadjustments@systra.com where your request will be treated confidentially and with respect. We pledge to offer an interview to any candidates with a disability who apply for a role and meet the minimum criteria.

As we are always looking to expand our team, we would still be interested in hearing from you if you fulfil most, but not all, of the relevant criteria for the role – you could still be just what we are looking for.