The GBRf Document Controller will manage the receipt, review, processing, distribution, filing, and storage of company documentation, ensuring all document control activities are completed efficiently, consistently, and in line with company requirements. To succeed in this role, you should have a strong understanding of document management processes, excellent attention to detail, and confidence using document management software to manage document access, intake, archiving, and retrieval activities.
This role is based in Peterborough and offered on a 12 month fixed- term contract.
Closing date: 7th July Please apply as soon as possible. We may close this vacancy early if we receive a high number of suitable applicants
Main Responsibilities
- Create effective and efficient document filing and organisation systems in line with ISO standards and best practice.
- Develop and implement processes related to document control and management.
- Comply with company specifications and documentation procedures.
- Maintain accurate records of all approved documents, key documentation, and their distribution.
- Maintain the Document Control Register, including document intake, verification, and storage. • Review and edit documents for quality, preparing them for distribution or consultation. • Log document change requests and retrieve documents as needed.
- Retrieve files for employees and stakeholders when needed, including tenders and bids
- Distribute documents to relevant recipients.
- Train employees on document control processes to ensure the correct handling of all GBRf materials.
- Create document templates for use by other personnel;
- Ensure completed documents are signed off by the appropriate personnel, either electronically or physically, depending on requirements.
- Support the creation of monthly draft reports for internal stakeholders and customers, as required.
- Support the creation of team presentations, publications, and briefings, as required.
- Administer the issue of external consultation papers, guided by the Head of Safety and Head of Technical Standards.
Assist with audit administration linked to the Document Controller role.
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Skills and Experience
- Experience working in document control or a similar role.
- Proven ability to create and implement controlled document processes.
- High level of computer literacy and experience working with Microsoft Office packages.
- Good problem-solving skills, with the ability to make decisions that impact own work and others.
- Strong written and verbal communication skills, with the ability to interact clearly and professionally with staff, customers, and external stakeholders.
- Ability to remain adaptable and handle unexpected changes or workplace challenges effectively.
- Proven ability to manage time effectively and handle a busy workload with competing priorities. Document Controller Personal Profile
- Highly organised, with the ability to manage multiple tasks, prioritise effectively, and complete responsibilities on time.
- Detail-oriented, with a strong focus on accuracy and error-free documentation.
- Strong written and verbal communication skills, with the ability to convey information clearly and professionally.
- Proactive, with the ability to anticipate needs and take initiative to resolve issues.
- Adaptable and comfortable working in fast-paced environments with changing demands and priorities.
- Excellent time management skills, with the ability to meet deadlines and balance multiple responsibilities.
- Team-oriented, with the ability to work collaboratively and contribute to team success.
- Effective problem-solver, with the ability to identify challenges and develop timely solutions.
- Reliable and dependable, with a consistent approach to carrying out tasks and responsibilities.
- Positive attitude, with enthusiasm and a can-do approach, even under pressure.
Essential
- GCSE grade A–C / 4–9, or equivalent, in English and Maths.
Desirable
- Document Control qualification.
GB Railfreight are proud to be one of the UK's fastest-growing rail freight companies, recognised for our reliability, growth, and commitment to delivering high-quality service. For over 20 years, we've been so much more than just trains — we're a dedicated team, committed to working together to deliver reliable, sustainable freight services and build strong partnerships across industries nationwide.
When you join GBRf, you become part of a team that truly values its people, works collaboratively, and takes pride in what we do — keeping goods moving through smarter, greener, and more efficient freight solutions.
We pride ourselves on being genuinely value-driven. Our core values guide everything we do, shaping our culture and actions:
Our Values
Professionalism – Safety and security are paramount in our business, and we believe this forms the foundation of a high-achieving safety culture.
Support – We look after our people, and they in turn are encouraged to look after each other.
Communication – Transparency in our business is valued by both colleagues and customers.
Trust and Empowerment – We believe openness and honesty create the best relationships, building trust and confidence.
Enjoyment – Taking pleasure in coming to work at GBRf is actively encouraged, right from the top.
Key Benefits of Working With Us
As well as a competitive salary, annual leave package of 25 days plus bank holidays (or equivalent for Operational staff where bank holidays are worked) and enrolment into our Industry-Wide Defined Contribution Pension Scheme, we offer:
Inclusion Without Exclusion
At GB Railfreight, we recognise that a more diverse range of people leads to greater innovation. We recruit and develop people best suited to the role requirements, regardless of background.
Our aim is to create a diverse workforce that reflects wider society. We champion diversity, inclusion, and wellbeing in the workplace, in alignment with our values.
If you're as passionate about Equity, Diversity, and Inclusion (EDI) as we are, we invite new employees to join our People and Culture working group and contribute to the ongoing work in this area.
