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GENERAL ROLE
The role of a
Documentation Administrator involves overseeing the creation, organization, and
maintenance of documentation within an organization. The primary goal is to
ensure that accurate,
comprehensive, and user-friendly documentation is available to support
various functions and processes.
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SPECIFIC RESPONSIBILITIES -
1.
Document Creation:
Supervising the creation of various types of documentation, including user
manuals, technical documentation, policies, procedures, and other relevant
materials.
2.
Content Quality: Ensuring
the quality and accuracy of documentation by reviewing and editing content for
clarity, consistency, and adherence to organizational standards.
3.
Documentation Standards:
Establishing and maintaining documentation standards and guidelines to ensure
consistency in style, formatting, and content across different documents.
4.
Collaboration:
Collaborating with subject matter experts, technical writers and other
stakeholders to gather information and insights necessary for creating accurate
and informative documentation.
5.
Version Control:
Implementing and managing version control systems to track changes in
documents, ensuring that the most up-to-date information is available to users.
6.
Accessibility: Ensuring
that documentation is accessible to the target audience, taking into
consideration different learning styles, languages, and accessibility
requirements.
7.
Training: Providing
training to writers or contributors on documentation standards, tools, and
processes.
8.
Information Architecture:
Designing and organizing the information architecture of documentation
repositories to facilitate easy access and retrieval of information.
9.
Tools and Technologies:
Selecting and implementing appropriate documentation tools and technologies to
enhance the efficiency of the documentation process.
10. User Feedback: Collecting and incorporating user feedback to
continuously improve documentation and address any gaps or areas of confusion.
11. Compliance: Ensuring that documentation complies with industry
regulations, standards, and legal requirements.
12. Project Management: Managing documentation projects, including planning,
scheduling, and coordinating efforts to meet deadlines.
Required
Competencies, knowledge and Skills
1.
Technical Writing Skills: Clear
Communication: Ability to communicate complex information in a clear and
concise manner.
2.
Technical Proficiency:
Understanding of technical concepts and the ability to translate them into
user-friendly documentation.
3.
Project Management: Planning
and Coordination: Skills in planning, organizing, and coordinating
documentation projects.
4.
Time Management: Ability to
manage multiple tasks, prioritize effectively, and meet deadlines.
5.
Quality Assurance: Attention
to Detail: Thoroughness in reviewing and editing documentation to ensure
accuracy and consistency.
6.
Quality Standards:
Familiarity with documentation quality standards and best practices.
7.
Collaboration: Teamwork:
Ability to work collaboratively with subject matter experts, technical writers,
and other stakeholders.
8.
Interviewing Skills:
Proficiency in interviewing subject matter experts to gather information for
documentation.
9.
Content Management: Version
Control: Understanding of version control systems to manage document revisions.
10. Content Organization: Skills in organizing information in a logical and
user-friendly manner.
11. Tools and Technologies: Documentation Tools: Proficiency in using
documentation tools and software (e.g., Microsoft Word, Adobe Framemaker,
Confluence, etc.).
12. Versioning Systems: Familiarity with versioning systems such as Git for
tracking changes in documentation.
13. User-Centric Focus: Empathy: Understanding the needs and perspectives of
the target audience to create user-centric documentation.
14. User Experience (UX) Design: Knowledge of UX principles to enhance the
usability of documentation.
15. Analytical Skills: Problem Solving: Ability to analyze complex processes
or systems and present information in a way that solves problems for users.
16. Metrics Analysis: Capability to analyze metrics and user feedback to
identify areas for improvement.
17. Leadership: Decision-Making: Ability to make informed decisions
regarding documentation standards, processes, and strategies.
18. Continuous Improvement: Adaptability: Willingness to adapt to evolving
technologies, processes, and industry standards.
19. Continuous Learning: Commitment to staying updated on industry trends
and best practices in documentation.
20. Compliance Knowledge: Regulatory Awareness: Familiarity with industry
regulations and standards relevant to the organization's domain.
21. Legal Understanding: Basic understanding of legal considerations related
to documentation.
22. Communication Skills: Stakeholder Communication: Effective communication
with various stakeholders, including developers, product managers, and
end-users.
23. Presentation Skills: Ability to present information in a clear and
engaging manner.
24. Feedback Handling: Customer Service Skills: If applicable, skills in
handling user feedback with professionalism and providing constructive
responses.
25. Feedback Implementation: Ability to incorporate user feedback into
documentation improvements.
26. Project Management: Planning and Coordination: Skills in planning,
organizing, and coordinating documentation projects.
27. Time Management: Ability to manage multiple tasks, prioritize
effectively, and meet deadlines
Education
and Experience
- Bachelor's Degree a relevant field i.e. communications, Journalism, information
management, Information Technology (IT) or Computer Science
- Project Management Certification or Certified ScrumMaster (CSM) or any
other relevant certifications can be an added advantage
- 4 - 5 years experience in documentation administration
C – LIMITATIONS OF THE FURNITURE MARKETING
ASSOCIATE
May not acquire data
for sorting without prior
consultation and permission of the Department heads or CAO.
ANNEXURE
The following Reports are to be submitted
Monthly (if applicable):
- Documentation Metrics: User Engagement Metrics: Measure user
engagement with documentation, including page views, unique visitors, and
time spent on pages. Identify popular and less-visited sections.
- Search Queries: Analyze search queries within documentation to
understand what users are looking for and whether they find the
information they need. Quality and Accuracy:
- Error Rates: Track and report on any identified errors or
inaccuracies in documentation, detailing the nature of the issues and how
they were addressed.
- Compliance Check: Provide updates on compliance with industry
regulations and standards, highlighting any changes or areas that need
attention.
- Documentation Updates: New Content: Highlight new documentation
created during the month, especially content that addresses emerging needs
or updates to existing processes.
- Revised Content: Summarize major revisions or updates made to
existing documentation, indicating the reasons for the changes.
- Feedback and User Suggestions: User Feedback Summary: Summarize
user feedback received during the month, including positive feedback,
areas of confusion, and suggested improvements.
- Feedback Implementation: Detail how user feedback has been
incorporated into documentation updates or improvements.
- Project Status: Project Milestones: If applicable, provide updates
on ongoing documentation projects, highlighting milestones achieved and
any challenges faced.
- Project Timeline Adherence: Report on the adherence to timelines
for documentation projects, noting any deviations and the reasons behind
them.
- Efficiency Metrics: Metrics related to documentation creation and
revision times, indicating areas for process improvement.
- Emerging Trends and Technologies: Industry Trends: Report on emerging
trends in documentation practices, tools, or technologies, and how the
team is adapting to stay current.
- User Empowerment: Self-Help Usage: Report on the
usage of self-help documentation, demonstrating the effectiveness of
documentation in empowering users.
