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.
SPECIFIC
RESPONSIBILITIES
- Document Creation: Supervising the creation of various types of documentation, including user manuals, technical documentation, policies, procedures, and other relevant materials.
- Content Quality: Ensuring the quality and accuracy of documentation by reviewing and editing content for clarity, consistency, and adherence to organizational standards.
- Documentation Standards: Establishing and maintaining documentation standards and guidelines to ensure consistency in style, formatting, and content across different documents.
- Collaboration: Collaborating with subject matter experts, technical writers and other stakeholders to gather information and insights necessary for creating accurate and informative documentation.
- 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.
- Accessibility: Ensuring that documentation is accessible to the target audience, taking into consideration different learning styles, languages, and accessibility requirements.
- Training: Providing training to writers or contributors on documentation standards, tools, and processes.
- Information Architecture: Designing and organizing the information architecture of documentation repositories to facilitate easy access and retrieval of information.
- Tools and Technologies: Selecting and implementing appropriate documentation tools and technologies to enhance the efficiency of the documentation process.
- User Feedback: Collecting and incorporating user feedback to continuously improve documentation and address any gaps or areas of confusion.
- Compliance: Ensuring that documentation complies with industry regulations, standards, and legal requirements.
- Project Management: Managing documentation projects, including planning, scheduling, and coordinating efforts to meet deadlines.
- Prepare and present necessary monthly reports
REQUIRED COMPETENCIES, KNOWLEDGE AND SKILLS
- Technical Writing Skills: Clear Communication: Ability to communicate complex information in a clear and concise manner.
- Technical Proficiency: Understanding of technical concepts and the ability to translate them into user-friendly documentation.
- Project Management: Planning and Coordination: Skills in planning, organizing, and coordinating documentation projects.
- Time Management: Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
- Quality Assurance: Attention to Detail: Thoroughness in reviewing and editing documentation to ensure accuracy and consistency.
- Quality Standards: Familiarity with documentation quality standards and best practices.
- Collaboration: Teamwork: Ability to work collaboratively with subject matter experts, technical writers, and other stakeholders.
- Interviewing Skills: Proficiency in interviewing subject matter experts to gather information for documentation.
- Content Management: Version Control: Understanding of version control systems to manage document revisions.
- Content Organization: Skills in organizing information in a logical and user-friendly manner.
- Tools and Technologies: Documentation Tools: Proficiency in using documentation tools and software (e.g., Microsoft Word, Adobe Framemaker, Confluence, etc.).
- Versioning Systems: Familiarity with versioning systems such as Git for tracking changes in documentation.
- User-Centric Focus: Empathy: Understanding the needs and perspectives of the target audience to create user-centric documentation.
- User Experience (UX) Design: Knowledge of UX principles to enhance the usability of documentation.
- Analytical Skills: Problem Solving: Ability to analyze complex processes or systems and present information in a way that solves problems for users.
- Metrics Analysis: Capability to analyze metrics and user feedback to identify areas for improvement.
- Leadership: Decision-Making: Ability to make informed decisions regarding documentation standards, processes, and strategies.
- Continuous Improvement: Adaptability: Willingness to adapt to evolving technologies, processes, and industry standards.
- Continuous Learning: Commitment to staying updated on industry trends and best practices in documentation.
- Compliance Knowledge: Regulatory Awareness: Familiarity with industry regulations and standards relevant to the organization's domain.
- Legal Understanding: Basic understanding of legal considerations related to documentation.
- Communication Skills: Stakeholder Communication: Effective communication with various stakeholders, including developers, product managers, and end-users.
- Presentation Skills: Ability to present information in a clear and engaging manner.
- Feedback Handling: Customer Service Skills: If applicable, skills in handling user feedback with professionalism and providing constructive responses.
- Feedback Implementation: Ability to incorporate user feedback into documentation improvements.
- Project Management: Planning and Coordination: Skills in planning, organizing, and coordinating documentation projects.
- 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
