Making the world Move Exolum are an innovative fuel storage company with the priority of a green energy future operating globally. People are at the heart our expansion plans with a focus on developing our colleagues to reach their potential while accepting everyone as they are! Document Quality Specialist – UK based role About the role
As a Document Quality Specialist, you will manage Exolum’s Integrated Management System (IMS) and Document Management System (DMS), ensuring documentation meets company standards and compliance requirements. You’ll support stakeholders with document workflows, provide guidance on system queries, and assist with audits across the North West Europe region. This role is key to maintaining accurate, timely, and compliant documentation that underpins operational excellence. Key Responsibilities Provide reports to stakeholders to ensure a timely review of documentation to ensure all IMS procedures are within review date.
General management and storage of archived records and documentation
Management and definition of record retention policy.
Assist in providing a comprehensive support role for the development, control, and management of documentation and data systems.
Assist with producing reports on relevant management information relating to the IMS/DMS.
Responsible for tracking and chasing overdue documents throughout the workflow process, up to and including publishing the documents to
Support migration of hard copy filing to electronic filing.
Highlight deadlines for reports and documents.
Assist Exolum colleagues with re-templating policies and procedures to meet document control requirements.
End to end management of the DMS process
Learn and eventually conduct internal audits (act as back up to the compliance auditing team for report writing) About You You will be highly organised with strong attention to detail and a passion for maintaining quality standards. With experience in document management systems and advanced MS Word skills, you will bring excellent interpersonal skills to build strong relationships with stakeholders. A good understanding of procedure writing and document control is essential, while knowledge of ISO9001 requirements, internal auditing, and SharePoint would be advantageous. You will be proactive, adaptable, and committed to supporting compliance and continuous improvement across the organisation.
Competency model
At Exolum we run a Competency Model which has been defined accordingly to our strategy, values and the geographies where we operate, making it a unique and exclusive document for Exolum. The competency Model is understood as the set of identifiable and measurable behaviours (skills, aptitudes and motivations, among others) that enable a person to achieve superior performance. We Care- We anticipate, identify and solve the needs of our internal and external clients. - Level 2
We Do - We face opportunities and challenges with proactivity, energy and enthusiasm and we take responsibility for our actions - Level 2
We Connect - We listen, share information and communicate clearly, transparently and openly - Level 2
We Include - We welcome, respect and value the uniqueness of people. - Level 2
We Get Together -We actively collaborate with other people in achieving shared goals - Level 2
We Trust - We act with integrity and coherence with our values and we comply with the commitments acquired- Level 2
We Think Different - We contribute, explore and experiment with new approaches to challenges without fear of being wrong - Level 1 About the Benefits Salary £30,000 - £35,000 dependant on experience
Pension – up to Employee 6% and Employer 9%
Holiday – 30 days
Personalised career development plans
Single Private Health Insurance via BUPA
Healthcare Cash Plan
Life Assurance x5 and Disability insurance
Wellbeing Initiatives
Employee Resource Groups – EDI Group, Employee Forum, Wellbeing Committee
Study support (if applicable) About the Process The first step is to apply – please visit https://jobs.exolum.com/ to complete your application. Once your application has been reviewed, if you are successful, you will be invited to meet our amazing team and your potential new line manager for a face-to-face interview. Depending on the role, you may be required to attend a second stage interview so we can get to know you even more! About Equality, Diversity, and Inclusion Different people approach problems differently and we believe that diversity is the engine that fuels innovation. As an equal opportunity employer, we are committed to creating an inclusive environment where diverse voices are not only heard but also amplified. We recognise that our differences—when embraced with respect—drive smarter decisions, stronger performance, and a culture where everyone can be their authentic selves. Qualified applicants will receive consideration for employment without regard to race, sexual orientation, gender perception or identity, national origin, age, neurodiversity or any other legally protected status. We welcome individuals with disabilities and strive to create an accessible and inclusive experience for all candidates. To request an accommodation during the application or the recruiting process, please email: HumanResources@exolum.com About your data The information provided by you will be used by Exolum to process your application and, if successful, in connection with your future employment with us. Any information held by us relating to you will be destroyed six months after the post has been filled. If we wish to retain your information for future vacancies, we will seek your express consent to do so. All processing of data will be in compliance with data protection laws. For further information on how we handle your data read our UK privacy notice for job applicants, employees, workers and agency workers which is available on our website: Disclosures and legal notices by country – Exolum
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