Process and Document Management Assistant

October 11, 2024

Just Group

Belfast

FULL TIME

Date Posted: 11/10/2024
Location: Belfast
Job Type: Full time

Process and Document Management Assistant (12 month FTC)
Belfast or Reigate – Hybrid (minimum 50% office based)

We have an exciting opportunity for a Process and Document Management Assistant on a 12 month FTC, to support the Process & Document Manager and help deliver a change programme and support continuous improvement, by working across the business with both functional and operational areas.

In this role, you will specifically support process mapping, document management simplification and conducting regular audits of processes to assess their effectiveness and efficiency.

Key Responsibilities

Support our work in business standards with the mapping, administration and ongoing development of business processes and documents.
Support business change initiatives to deliver benefit and service improvements through the identification, analysis, design and delivery of the business
Process map and maintenance of process and document management systems (ARC and i Server), work-methods, processes and procedures, ensuring the upkeep of these by regularly reviewing and archiving documents at the end of their life.
Coordinate all activities related to Process mapping and document management including inputting on the relevant repositories ensuring that information is accurate and up to date.
Generate various process maps and document control reports highlighting and communicating timeously to stakeholders
Being a key partner to both Product and Operations, collaborating during the product discovery phase to ensure that the processes are well understood
Documenting process models using industry standard tools and work with a wide group of stakeholders to challenge, improve and iterate the design - including Product, UX, Operations, Legal, Compliance, Risk and Controls.
Collaborating with the business teams responsible for execution of processes to ensure that they are well understood and embedded and up to date iterating and improving as we go.
Conducting regular audits of process documentation to identify gaps, inconsistencies, or outdated information.
Developing and implementing quality assurance frameworks, methodologies, and tools to assess the effectiveness and efficiency processes.

Skills and Experience:

Experience in Analysing as-is business processes, mapping process flows, identifying improvements and overseeing implementation.
Background in either a Document Controller, Quality Control or Quality Assurance
Ability to evaluate complex processes, identify potential areas of improvement, and suggest effective solutions
A solid understanding of process mapping/Documentation Control techniques and tools, such as flowcharts or Business Process Model and Notation (BPMN), i Server and ARC.
Ability to conduct thorough reviews of processes, identify any areas that are not in compliance with regulations or operational standards, and suggest corrective actions.
Ability to understand the business's objectives, workflow, and operations , to help develop processes that align with our goals.
Ability to communicate effectively with various stakeholders, including team members, managers, and executives.
Ability to identify, analyse, and solve problems is crucial. They should be able to think creatively to find innovative solutions to improve processes
Be detail-oriented to ensure processes are accurately documented and audited, against performance standards and targets

Company Benefits

A Competitive Salary, Pension Scheme and Life Assurance
Along with 25 Days Annual Leave plus an Additional Day on us for your Birthday
Private Medical Cover and Income Protection, just in case
Opportunity to progress within your career both in-role and within the company
FREE access to the Headspace App, a 24/7 Employee Assistance Helpline and Trained Physical & Mental Health First Aiders (On-Site)
A variety of Employee Funded Benefits available to you via our Online Benefits Portal
Plus, several additional purchase options available for you and your loved one