Organisation: Department of Planning, Transport and Infrastructure
Job Title: Document Controller
Word Limit: 2 Pages Maximum
Location: Adelaide CBD
Please accept my application for the position of Document Controller with the Department of Planning, Transport and Infrastructure (DPTI), currently advertised on Seek. Supported by a Bachelor of Records Management and a Certificate IV in Document Control, I have over 14 years of experience contributing within both the public and private sectors to ensure project records are appropriately and accurately received, transmitted and stored in accordance with document control procedures. With a strong background of leading the development and improvement of document control systems through quality project management, my motivation comes not from meeting standards, but rather from being responsible for creating new standards. Central to my success to date is my desire to continuously promote and improve document management services that comply with Australian legislation, standards, workflow principles and quality assurance frameworks.
Currently employed as a Document Controller with Thermo Fisher Scientific, I am responsible for accurate management and safeguarding of documentation generated by the project team, contractors and suppliers in a manner that will enable all relevant parties to quickly retrieve information. Throughout my career, I have achieved consistent results as a Document Controller with several leading organisations, including Santos, Manuele Engineers and DPTI itself, presenting me as a strong candidate for a role where I can continue utilising my qualifications, skills and experience to deliver excellence in document management services. Highly proficient in classifying, processing, implementing and reviewing large amounts of data, drawings and documents, I have contributed to the success of a wide variety of projects, including the Adelaide Oval, Adelaide Zoo, Elizabeth Railway Station Upgrade, Seaford Rail Extension, Adelaide Metropolitan Rail Revitalisation Project, BHP Billiton Olympic Dam and Women’s and Children’s Hospital Upgrade, amongst many others.
Applying these high-level project skills during my tenure with DPTI, I operated within the Public Transport Services Unit, using the K‑net system to register new health and safety documents such as forms, work instructions, policies and procedures. This involved updating superseded versions in order to maintain the correct version in the system and on the intranet, ensuring compliance with the Premier’s Safety and Wellbeing Declaration and requirements of the Work Health and Safety Act 2012. Following the successful completion of this project, I was appointed to continue working as a Document Controller for the Asset Management Department, updating drawing data and performing other administrative duties such as printing and scanning documents and drawings. Through this experience, I gained a thorough working knowledge of DPTI objectives and associated document control systems as well as a strong appreciation for the organisational values of collaboration, honesty, excellence, enjoyment and respect.
At all times, I lead by example and take full command, responsibility and ownership of outcomes that reflect the values and objectives of the organisation. A good example of this was demonstrated in my role with Manuele Engineers, where I applied my knowledge and experience to effectively establish, implement and maintain the full range of procedures and policies needed to meet the demands of document control in the regulated construction industry. This included operating procedures, manuals, engineering and technical reports, customer documents, correspondence and project management files. Under limited supervision, I undertook a broad range of research and analysis, coordinated resources and recommended appropriate solutions to improve the standard of work quality, service delivery and compliance with regulations, codes, and specifications.
Additionally, I facilitated training to employees to promote the benefits of improved workflow for the delivery of the organisation’s programs, projects, systems, policies and services. Through change management activities, and regular communication with suppliers, I was able to successfully implement these procedures within the organisation, gain staff buy-in and meet the quality standards and timelines for the project. With a high level of computer literacy and knowledge of contemporary document management systems, I have advanced skills in Oracle, SharePoint, Project Centre, TIMS, Aconex, TRIM, Documentum, HDMS, Teambinder, K-net, Mapics, SAP and the full Microsoft Office Suite. Maintaining a comprehensive understanding of the capabilities and features of these software programs, I have demonstrated my ability to process high volumes of quality, accurate and detailed work and synthesise information to provide recommendations in reports and correspondence.
Throughout my career, I am pleased to say I have achieved a great deal of success building and maintaining positive relationships with a diverse group of staff, colleagues, supervisors, customers, service providers and internal and external bodies. This was best demonstrated in my role as Document Controller with Santos where I enjoyed the opportunity to liaise with key stakeholders across multiple international sites to address concerns associated with document control and provide input into assigned programs and projects. Embracing and recognising diversity is an important skill for all members of an organisation and I act with social sensitivity and cultural awareness to promote a respectful workplace where every person is entitled to the same opportunities regardless of age, gender, culture, ethnicity or other potentially discriminating factors.
This is particularly important in Australia’s diverse and multicultural society, and I am grateful for my employment within organisations that respect the right of individuals to be treated equally and to value others for the diversity of their backgrounds and perspectives. I would bring these same values to any future role in order to ensure the accessible delivery of DPTI’s programs and services, with the utmost respect and courtesy to Aboriginal and Torres Strait Islander people and the wider community. Effective communication is the most important issue in any organisation and I endeavour to be clear and concise at all times to mitigate the risk of confusion or misunderstanding; common factors that may lead to conflict in the workplace or the wider community. To achieve this, I use effective questioning and active listening techniques, tailoring my style and language to deliver services in accordance with departmental guidelines.
In this way, I am able to effectively interpret and communicate legislation, policies, procedures and technical knowledge to staff in a way that is easy to understand and apply to document control matters. Persuasive, confident and capable, I work in collaboration with my team to achieve a customer‑focused delivery method that puts the customer at the centre of everything we do. To integrate this into team culture, I have demonstrated my ability to conduct coaching sessions on service improvement and document management policies, listen to staff concerns, actively contribute to team meetings and forums and promote knowledge-sharing. Committed to team performance, I am prepared to work overtime or complete additional tasks, remaining responsive to the department as a whole by assisting my staff and colleagues in times of absence or increased operational demands.
Having contributed within public sector organisations throughout my career, I possess an informed understanding of public service professionalism and the Australian Public Service (APS) Code of Conduct, including a demonstrated commitment to customer service principles, organisational values, equal employment opportunity, anti-discrimination, workplace diversity and occupational health and safety. I take great pride in the quality of work I produce and consistently operate within the boundaries of legislative, policy and regulatory frameworks, exercising tact and discretion in roles involving all aspects of stakeholder management with a strong community focus. Due to my experience within DPTI, I have gained valuable exposure and experience working within appropriate frameworks and a thorough understanding of the organisational culture. I look forward to contributing as a Document Controller within the organisation once again and making a valuable contribution to the delivery of the Government’s road, rail, marine and building projects.
