The Documentation Specialist will be the Single Point of Contact (SPOC) responsible for the management of all information generated with a focus on protecting information rights, confidentiality and secrecy.
Our Singapore story began in 2004 and today we have more than 1000 people working here. At the beginning of 2017 we opened our new, state of the art, Singapore Technology Centre in Science Park I, minutes from Singapore’s technology and start-up community. This new Technology Centre houses some of Dyson’s most advanced facilities including Robotics and Sensors laboratories and Smart Home, Connectivity & Mobile Applications laboratories as well as an Advanced Control Tower with the latest technology to develop its analytics-driven activities.
Not too far away is Singapore Advanced Manufacturing Centre, our flagship advanced motor manufacturing facility where we develop our autonomous robotic manufacturing capabilities – more than 300 robots assemble our Dyson Digital Motor (DDM) here. It is here that we develop our next generation of motor technology.
Specific Duties and Responsibilities
•As part of the Information Management and Governance Team; lead on the implementation of information and records management policies required to support document control as part of a quality management system including training of all staff handling proprietary information within the facility.
•Develop processes to support all aspects of the information lifecycle from point of creation through to destruction and to include any transfer and sharing of the information with third parties.
•Undertake ‘document review’; proofread documents and records to ensure that they are appropriately identified as proprietary information, appropriately classified to ensure integrity and confidentiality, work with the author of the document to rectify and grammatical issues.
•Ensure that all documents have no errors in filenames or submissions, that they are backed up and securely stored, including appropriate physical storage for physical format information.
•Monitor information ‘through life’, tracking and recording any document changes and ensuring authorisation and approval for any change, including as required by Legal, Compliance or Internal Audit.
•Ensure that any agreement with third parties that references or includes the sharing or distribution of proprietary information contains appropriate terms and conditions,
•Maintain a disclosure log, detailing all distribution of material to any third parties.
•Ensure traceability of information when shared, either internally within the Dyson Group or externally with any relevant suppliers.
•Interface with other functional groups within the organization as required to support the controlled management and distribution of proprietary information.
•Report on effectiveness of information controls and escalate any risk or incident where proprietary information could have been compromised; work with the internal audit function to co-ordinate any required oversight activity.
•Assist in setting, requesting, and disbursing Information Management and Governance budget.
•Maintain highest level of confidentiality and secrecy as appropriate.
•Attend Company and industry-related meetings, as required.
•Establish individual goals which are aligned with the Company's business strategies and objectives.
•Function as a contributing member of the department's team and other teams, as assigned.
•Perform other duties as assigned by Supervisor.
Education and Experience
•Relevant Education or equivalent work experience
•At least 3 years of experience in document tracking and/or record management systems.
•Professional ISO9001/IATF16949 Basic/Audit training or certification is preferred
Knowledge, Skills and Abilities
•Knowledge of Core Tools & Customer Specifics relating to ISO9001 and related quality management systems
- Advanced Product Quality Planning & Control Plan (APQP)
- Product Part Approval Process (PPAP)
- Failure Mode and Effects Analysis (FMEA)
- Measurement System Analysis (MSA) and
- Statistical Process Control (SPC)
•Experience in document control program launch and implementation.
•Experience in QMS implementation and auditing.
•Highly organized and able to manage multiple tasks.
•Ability to perform at high levels in a fast paced ever-changing environment.
•Proficient organizational, time management and prioritization skills.
•Proven ability to have strong accuracy and attention to detail skills.
•Able to carry out complex written and oral instructions.
•Excellent English written and verbal communication skills.
•Superior skills in Excel, Word, PowerPoint and other office productivity applications.
•Ability to work in a multi-cultural, global business environment.
•Ability to work independently
•Must be able to maintain confidentiality at all times