Document Controller

Overview of role: 

UPMC are seeking a highly organized and details orientated Document Controller to manage and maintain all documentations systems for the UPMC Ireland network. The successful candidate will ensure that all documents are accurate, up-to-date, and compliant with regulatory and hospital group standards. The role is crucial for supporting accreditation, patient safety, and operational efficiency. This role will service all UPMC Hospitals.

Primary Duties and Responsibilities:

• Develop, implement, and maintain document control procedures and systems.
• Receive, log, track, and archive documentation from all hospital departments.
• Ensure documents are properly categorized, indexed, and stored for easy retrieval.
• Maintain version control and ensure only the latest versions of documents are in use.
• Ensure compliance with healthcare regulations, hospital policies, and industry standards (e.g. JCI, HIQA guidelines).
• Assist in audits and inspections by preparing and presenting requested documentation.
• Collaborate with clinical, quality, and administrative departments to maintain updated policies, SOPs, forms, and manuals.
• Monitor document review and approval cycles, ensuring timely updates and renewals.
• Provide training and support to staff on document control procedures and systems.
• Protect the confidentiality and integrity of sensitive and proprietary information.
• Continuously improve document control practices and recommend system enhancements.

Qualifications & Experience:

• Qualification in Business, Health Information Management, or related field.
• Proven experience in document control, preferably in healthcare or hospital environment.
• Familiarity with document management systems and electronic recordkeeping.
• Experience with hospital quality and accreditation processes advantageous.
• Strong understanding of regulatory and accreditation standards in healthcare.
• Proficiency in Microsoft Office and document control software.
• Excellent organizational, communication and time-management skills.
• High level of accuracy and attention to detail.
• Ability to handle confidential information with discretion.

Equal Opportunity Statement and Benefits

UPMC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

At UPMC we provide a total rewards program that is not only market competitive, but fair and provides growth opportunities for all our colleagues.

Compensation – Competitive pay for the work employees do – base pay, performance related pay and premium pay where applicable.

Benefits – Fully paid maternity and paternity leave for new parents. Competitive Pension Plan, company funded Death in Service Benefit x 3 times. Critical Illness cover for all employees up to the age of 66.

Performance and Recognition – Rewards for performance that supports the goals and mission of UPMC through our annual ACES programme.

Work-Life Balance – Enhanced annual leave up to a maximum of 27 days. Flexible working opportunities to support you to work around external family commitments.

Development and Career Opportunities – Opportunities for each employee to reach their career goals through continued learning and/or advancement.

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