Reporting to the Principal – Organisational Development & Learning, the Document Control Specialist will lead a structured review of the current document management environment across the region and develop a roadmap of recommendations to lift maturity, consistency and efficiency across all sites and functions.
This position will work closely with site-based Document Controllers, IT/Business Systems, HSE, Legal and site leadership to design and implement a fit-for-purpose, scalable document management model, and acts as the senior subject matter expert and change lead for document management across Harmony Australasia.
Roster: Monday to Friday, 40 hours per week, at our Brisbane office with the option to WFH 2 days per week.
This role will be offered as a 12-month fixed-term contract.
Key responsibilities of this role include:
- Lead an end-to-end review of Harmony Australasia's current document management ecosystem across all sites, including technology, process, governance, taxonomy/hierarchy and organisational capability.
- Develop and present a findings and options paper to senior leadership, benchmarking current state against industry practice and identifying key gaps, risks and opportunities.
- Develop a business case and implementation roadmap for document management technology, including recommendations on retaining, upgrading, consolidating or replacing existing EDMS platform(s) (e.g. SharePoint and site-specific systems).
- Design a standardised document framework/hierarchy (classification, numbering, taxonomy, metadata schema and templates) that can scale consistently across sites and functions.
- Assess the current organisational structure and capability for document control across the region and recommend an optimal resourcing and reporting model (centralised, hybrid or site-based) including role design and capability uplift plans.
- Develop the governance framework (policy, standards, procedures) for document lifecycle management, ensuring alignment with legislative, statutory and corporate requirements.
- Own the relationship with EDMS vendor(s) and internal IT/Business Systems teams, leading system configuration, upgrades, integrations and user experience improvements.
- Establish a community of practice for site-based Document Controllers, providing technical leadership, mentoring, coaching and capability development.
- Define and monitor document management performance metrics and maturity indicators across sites, reporting progress to senior leadership and relevant governance forums.
- Lead change management and communication activities associated with document management improvements, ensuring effective adoption across the workforce.
- Support internal and external audits, assurance activities and regulatory reviews by ensuring the document management framework produces accurate, traceable and defensible records.
- Identify emerging document management risks and improvement opportunities driving corrective and preventative actions across the region.
- Partner with project teams to ensure document management standards are embedded in new projects, acquisitions and system implementations.
To succeed in this role, you should be able to work efficiently and collaboratively with the following skills and experience:
- Significant experience in document, information or records management, including experience operating at a specialist or leadership level.
- Demonstrated experience leading a review, audit or maturity assessment of a document management ecosystem, and translating findings into a practical roadmap and business case.
- Strong working knowledge of EDMS/content management platforms (e.g. Microsoft SharePoint, and awareness of alternatives such as Objective, Aconex, OpenText, iManage or M-Files), including configuration, metadata, workflow and permissions design.
- Experience designing or redesigning document control frameworks, taxonomies or hierarchies at a multi-site or organisational level, ideally within mining, resources or another heavy-industry, project-based environment.
- Strong stakeholder engagement, influencing and consulting skills, with experience presenting findings and recommendations to senior leadership.
- High level of written and verbal communication skills, including business case, policy and procedure writing.
- Change management experience, with the ability to lead adoption of new systems, processes and ways of working across a dispersed workforce.
- Strong organisational, analytical and project management skills, with the ability to manage competing priorities across multiple sites.
What are the benefits of working for Harmony?
- Flexible working practises, option to WFH 2 days per week.
- Convenient Milton location, a short walk from public transport.
- Corporate / discounted rates with Medibank and access to Harmony’s rewards and discounts scheme.
- The opportunity to work for an international mining company with a diverse workforce.
If you believe you have the skills, knowledge and experience to fulfil this role, please submit your application online. Please include a Cover Letter which outlines how your skills and experience align with this role.
Salary will be negotiated commensurate with experience.
To learn more about Harmony, please visit our website
Please note: All candidates must have the right to live and work in Australia to be considered for this role. We thank all applicants for your interest and the time taken to submit your application. While we consider all suitable applicants, only those short-listed for screening will be contacted. The successful candidate will be required to undertake an office-based pre-employment medical screen, including drug and alcohol testing.