A documentation assistant is a person who is in charge of keeping track of company papers. Their job entails document storage, cataloging, and retrieval. They must keep track of paper files, computer files, and computers, among other things. They are in charge of document control and access, as well as maintaining the data backup system. They work in a variety of fields, including healthcare, law, and finance. They could be part of a content team that focuses on a specific form of documents, such as a contract or medical record. The responsibilities of a documentation assistant differ depending on the industry. Records must be appropriately stored in a tracking system. They may also be required to enter their data into a database. They must ensure that documents are not tampered with. When functioning in a specialist area like the banking division or the medical industry, they must frequently evaluate and update paperwork. They should create and maintain a data storage and retrieval network, as well as assist in the training of other staff on how to use it effectively.
Documentation Assistant Job Titles:
- Documentation Assistant
Documentation Assistant Job Summary:
We’re seeking a documentation assistant with a bachelor’s degree in communication or a closely related discipline. Creates and executes job aids to help staff understand the procedures stated in the paperwork. Program creation, including software training, internet training, and correspondence courses, may be added. As needed, consults with experts in the field. Supports the design, planning, and delivery of Instructor-Led Training as needed. Performs needs evaluations to define specific process documentation goals, among other things. Performs with technicians, operational leaders, and top-notch teammates to document methods; collaborates with the training group to define course work packages for each class presented, including how to pilot the content; and continues to serve as an asset to the organization in the paperwork and affirmation of training and certification materials.
Documentation Assistant Job Responsibilities and Duties:
- Create an indexing system
- Label, sort, and categorize documents for ease of access
- Retrieve documents on demand
- Develop a prolonged storage strategy
- Comply with regulatory criteria
- Collaborate with colleagues to ensure that documentation practices are consistent throughout the organization.
- Educate staff on how to use documentation efficiently
- Assist with audits and reviews
- Ensure paperwork integrity
- Authorized users have access to papers
- Remove outdated documents
- Use document management software and applications
- Perform transcription and converting work
- Grammar check documents upon demand
Documentation Assistant Skills and Qualification:
- Bachelor degree in communication or related field
- Must possess a minimum of 3 years of experience in the similar field
- Physical strength and tolerance for manual labor
- Proficiency with scanners and administrative technologies
- Extensive understanding of computer software in the Microsoft Office Suite, including scanning of papers
- Multitasking ability
- Attention to detail and the ability to handle data fast and accurately.
- Demonstrate the capacity to manage control practices using a risk-based strategy.