Document Administrator Part time 20 hours per week

About VIRTUS

VIRTUS Data Centres is the UKs fastestgrowing data centre provider which owns designs builds and operates the countrys most efficient and flexible data centres.

In May 2023 we announced our plans to expand into continental Europe with our first data centre due to open in Berlin in 2026 to be quickly followed by two full campuses and expansion into other countries in the pipeline.

Our purpose is to serve humanity by being an active positive participant in the 4th industrial revolution. When we talk about our purpose we refer to our customers customers; the child playing a computer game the person watching their favourite movie booking a medical appointment a plane ticket a hotel or doing their online banking; those things cant be done if we dont do our job.

Our mission is to consistently exceed the expectations of customers through innovative highquality solutions and services. We employ intelligent thinkers people with positive attitudes who add to the quality of our customer proposition and business.

We value individual endeavour and initiative and encourage teamwork and togetherness because collective experience and expertise are VIRTUS greatest strengths.

Job Summary:
A Document Administrator is responsible for managing organising and maintaining documents within Technical Operations ensuring they are accurately recorded accessible and controlled. This parttime role 20 hours per week) requires prioritisation of key document management tasks while ensuring efficiency and compliance.

Main Duties:

1. Management and Updates of VIRTUS Documentation for Technical Operations

• Maintain and organise a centralised document storage system with a structured schedule for updates.
• Establish and manage filenaming and document classification standards to improve efficiency.
• Ensure all documentation is properly stored archived and easily accessible.
• Support the development of the Operations Manual chapters and best practices for the UK and EMEA within designated working hours.

2. Document Control and Distribution

• Implement a structured schedule for managing document access approvals and security controls.
• Maintain version control and track document revisions on a scheduled basis.
• Enforce security and confidentiality protocols ensuring only authorised individuals have access to specific documents.
• Handle document distribution efficiently with clear guidelines on response times and priorities.

3. Compliance and Quality Control

• Conduct periodic audits of documents to ensure compliance with company standards industry regulations and quality assurance processes.
• Utilise templates and checklists to streamline compliance reviews.
• Work within allocated hours to ensure documents maintain accuracy and data integrity without delays.

4. Management of VIRTUS Technical Operations Portal

• Assist with documentation requirements and continuous improvement of the VIRTUS SharePoint Portal within defined working hours.
• Maintain document links to ensure ease of access and usability.
• Support company updates and news feeds as requested within scheduled time allocations.
• Ensure the portal remains uptodate by implementing routine update schedules.

5. Support & AdHoc Requests

• Provide structured support to ensure proper document management practices are followed.
• Respond to requests within defined working hours ensuring efficient workload management.
• Assist with other reasonable requests made by the line manager as long as they align with the parttime scope of work.

What success looks like in 12 months:

• Streamlined Document: Established a centralised wellorganised system where all Technical Operations documents are accessible and up to date.
• Strong Compliance and Control: Implemented effective document control with secure access version tracking and regular audits to ensure accuracy and regulatory compliance.
• Enhanced SharePoint Portal: Maintained an organised current SharePoint portal that is easy to navigate and supports operational needs.

Key Considerations for a PartTime Role 20 Hours per Week):

• Workload Prioritisation:Focus on essential tasks such as document updates compliance checks and portal management within structured working hours.
• Efficiency & Scheduling:Utilise scheduled work blocks for tasks rather than realtime ondemand document control.
• Automation & Optimisation:Leverage document management tools to streamline tracking version control and updates.
• Collaboration: Ensure clear communication of availability and work schedules to align with team expectations.

Person Specification

• Excellent Microsoft Office skills Word PowerPoint OneNote PDF
• SharePoint
• Strong verbal and written communication skills.
• Ability to remain calm under pressure and make sound decisions.
• Analytical and proactive problem solver able to work independently.
• Customerfocused with a passion for delivering excellent service.
• Flexible and adaptable to changing demands.
• Takes ownership and accountability for tasks and outcomes.
• Confident working with multiple stakeholders including colleagues service partners clients and vendors.
• Detailoriented with high personal standards and a commitment to meeting deadlines.
• Works efficiently and costeffectively under evolving requirements.
• Resilient and assertive when needed while maintaining professionalism.
• Strong sense of urgency to drive issues to resolution.

Desirable:

• Excel

In line with VIRTUS Vetting Policy the successful applicant must be willing to undergo a BS7858 screening process.

Remuneration package and benefits:

• Private healthcare
• Pension contribution scheme
• Eye and dental care benefit
• Discretionary bonus
• Income Protection
• Life Assurance
• Cycle to work scheme
• Annual travel card loan
• Tech Scheme
• Electric car scheme
• Workplace extras Byond card and Extras discount

VIRTUS is an equalopportunity employer. As part of our commitment to fight for equality we work to ensure a fair and consistent interview process. We celebrate diversity and we are committed to an inclusive work environment.

We reserve the right to close this post for applications should sufficient applications be received.