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Document Management Support Assistant
vor 4 Monaten
ESO's Information Repository team which is part of the Library, Documentation and Information Services (LDIS) department is in charge of the organisation-wide product and document management system (PDM).
The Information Repository guarantees that ESO's documentation is controlled, up-to-date, accessible, preserved, and auditable. It encourages standardised practices and controlled processes for handling documentation and works in close collaboration with the Quality and Information Systems Programme (QIS) to build synergies with other organisational areas and tools (ERP, CMMS, CAD VAULT).
As the Document Management Support Assistant, you will support the Information Repository team by providing user assistance and ensuring the consistency of the repository structure. In particular you will assist the Information Repository Manager in operating the current system and deploying it organisation-wide and will support the Information Repository System Administrator in helpdesk and other user-facing activities.
The tasks described below are not exhaustive and a flexible approach and willingness to adapt are required.
Main Duties and Responsibilities:
Document management system administration support
Maintain the document management system administration (configuration of access groups, access profiles, approval lifecycles, document types, metadata fields) and keep the system documentation up to date; Align the system configuration in all workspaces; Support user access rights; Establish new working areas with multi-level folder structures and attributes when required; Review, restructure and improve the use of existing working areas as required; Create new templates and update existing document templates (Word, Excel, PowerPoint); Support the ESO Information Team in defining and implementing new workflows; Initiate and follow up on tickets/problem reports with the software vendor and with IT support; Assist the Information Repository team with the mass upload of documents, including data validation and completeness checks; Perform general health and consistency checks of different workspaces within the documentation management system; Maintain the intranet web pages; Participate in meetings with documentation assistants, vendor and stakeholders; Support the ESO Information Repository Manager with administrative activities (meeting minutes, organisation of stakeholder meetings).User Support
Act as the main central point of contact for Document Controllers/Administrative Assistants; Provide user assistance and helpdesk services; Prepare and update user and technical documentation (user manuals, workflows, instructions, procedures, log books); Prepare tutorials for end-users and for Document Controllers/Administrative Assistants; Prepare and deliver trainings to end-users.Data cleaning
Support the preparation of migration activities between document management systems (e.g. data cleaning, data preparation, data validation).
Reports to:
ESO Information Repository Manager
Key Competences and Experience:
Essential Competences and Experience
Proven experience in document management and thorough knowledge of document management processes; Experience with electronic document management tools; Demonstrated experience in user support with a service-oriented personality and friendly approach; Advanced Microsoft Office skills (in particular, Excel, Word, PowerPoint); Experience with Microsoft products (OneDrive, Teams, SharePoint); Excellent organisational skills, resilience and strive for continuous improvement; Systematic and structured way of working with a prominent quality mindset and attention to detail; Excellent written and oral communication skills and ability to synthesize complex concepts in a clear and concise way; Excellent communication skills and comfortable speaking in front of people (trainings, presentations, tutorials); Ability to deliver qualitative output under time pressure; Be at ease working within multi-cultural teams; Ability to prioritise and organise work independently; Ability to work both independently and collaboratively in a small team and be a strong team player.Desirable Competences and Experience
Experience using JIRA software tools; Ability to adapt to new procedures and to proactively identify means to optimise current processes; Understanding of Configuration Management principles or willingness to learn new concepts.
Qualifications:
Essential educational level
Bachelor's degree or equivalent in Information Sciences and related areas. At least 2 years of previous relevant work experience in a similar role (document controller, documentalist, archivist, records manager, information professional, helpdesk support).
Language skills:
The position requires an excellent command of written and verbal English.
