Matchtech are supporting a key client with the recruitment of a Safety, Security & Document Controller to work across energy projects in the UK. This position is a permanent position based in Castleford and requires onsite working.
Role Purpose
To ensure safe and secure operations across key Energy projects by maintaining excellent control of project documentation, safety records, security logs, and workforce data. The role will manage the flow, accuracy, and integrity of documents; support site safety and security compliance; and verify payroll inputs including timesheets, training records, and personnel certifications.
Key Responsibilities
1. Safety Coordination
- Maintain accurate records of all site safety documents (permits to work, RAMS, toolbox talks, incident reports).
- Support HSE team with safety audits, inspections, inductions, and corrective action tracking.
- Ensure up-to-date documentation of worker training, certifications, and competency records.
- Track and file Safety Observation Reports, near misses, and incident logs.
- Assist with preparation of safety dashboards and KPI reporting for management.
2. Site Security Administration
- Control site access: ID management, access cards, visitor logs, contractor registers.
- Monitor compliance with site security procedures and report any breaches.
- Maintain security incident records and liaise with security contractors.
- Ensure personnel lists are current and verified daily (including subcontractor headcount).
- Support emergency response drill documentation and preparedness plans.
3. Document Control (Technical & Project Documentation)
- Manage the lifecycle of technical documents, drawings, specifications, and reports.
- Ensure correct document formatting, coding, revision control, and distribution per project procedures.
- Maintain project document management systems (e.g., Aconex, SharePoint, Asite, EDMS).
- Coordinate document reviews and approvals with engineering, HSE, procurement, and client teams.
- Archive and maintain traceability for all controlled documentation.
- Produce status reports showing outstanding actions, overdue reviews, and document progress.
4. Workforce Administration & Verification
- Verify daily and weekly timesheets, attendance, and shift records for all staff and contractors.
- Check compliance with working-hours regulations and project labour rules.
- Cross-check timesheets against access logs, sign-in sheets, and supervisor reports.
- Validate payroll inputs before submission to Finance.
- Manage personnel files including onboarding, training records, and right-to-work documentation.
- Track expiry dates for certifications (CSCS, CCNSG, passport, medicals, offshore survival, etc.).
5. Reporting & Communication
- Prepare reports for management: safety statistics, security logs, document status, workforce hours.
- Liaise with HSE, Construction, HR, Finance, and Client Teams regarding compliance and documentation.
- Support audits (internal and external) by providing accurate and complete records.
- Maintain confidentiality and data protection standards.
Skills & Experience Required
Essential
- Experience in Document Control or Administrative roles within Energy, Construction, Oil & Gas, Utilities, or Engineering.
- Understanding of HSE requirements, site safety protocols, and security procedures.
- Strong attention to detail and excellent organisational skills.
- Proficiency with document management systems and MS Office (Excel, Word, SharePoint).
- Experience verifying timesheets, labour hours, or payroll inputs.
- Ability to manage high volumes of documents and maintain version control.
- Good communication skills across multidisciplinary teams.
Desirable
- Knowledge of Aconex, Asite, EDMS platforms, or similar systems.
- Familiarity with ISO standards (ISO 9001, 14001, 45001).
- Experience in large infrastructure or energy transition projects (wind, solar, nuclear, hydrogen, grid).
- First Aid, Safety Passport, or other HSE qualifications.
Personal Attributes
- Highly organised, methodical, and reliable.
- Strong sense of responsibility and integrity.
- Able to work independently and meet tight deadlines.
- Calm under pressure with strong problem-solving ability.
- Proactive and able to identify process improvements.
