position description for records mgt assistant

Job Description

Vacancy Reference: XXXXX closing date: XX/XX/XXXX
Title: Records Management Assistant Position Number: XXXXX
Division/Region: Date of Review: XX/XX/XXXX
Unit/Branch Contact Officer
Location classification
special conditions Other: Applications will remain current for upto 12 months and an order of merit process will be used to fill further vacancies.

Role purpose:

Provide efficient and effective support for records management activities and contribute to the ongoing development and implementation of improved systems and processes.

Ensure the integrity of document and records management systems through the provision of training, advice, monitoring and reporting on system usage.

Organisational environment:

Position specifics:

The Records Management Officer reports to the Business Manager.


Ensure the provision of an efficient and effective records management system that is in accordance with departmental policy and legislative requirements for document management and retention.

Provide specialist advice and support to ensure efficient quality processes and records.

Co-ordinate activities for the delivery and further development of records management functions.

Ensure compliance with relevant classification systems, training staff in the use of such systems and monitoring their performance, making recommendations for, and implementing improvements where necessary.

Contribute to the development, and administer the implementation, of operational strategies associated with document and records management.

Develop and document relevant procedures to provide easy guidance on information storage, retrieval, retention and destruction which comply with departmental policy, practice and legislative requirements.

Assist branch management with planning processes through preparation of reports and recommendations for document and records management related policies, and the enhancement of supporting procedures and processes.

Participate in the development and improvement of departmental records management systems, through liaison and collaboration with other departmental records management providers and Document Management Services, including representation on relevant working groups or projects as required.

Delegations and accountabilites:


Selection Criteria:



Key Selection Criteria:

SC1 Achieves results:

Demonstrated knowledge of contemporary records management practices and their function, familiarity with relevant legislation, policies, systems, standards and processes, and the ability to understand and use related software packages.

SC2 Communicates effectively

Sound written, verbal and interpersonal communication skills: demonstrating an ability to liaise, consult and negotiate with a diverse range of people; provide clear and concise advice and guidance; compile information into reports and; deal with sensitive and contentious documents/information in a consistent and confidential manner.

SC3 Works productively with others; Demonstrates personal drive and integrity

Ability to plan, monitor and manage tasks and activities to ensure timely and effective results.

SC4 Thinks creatively and solves problems effectively; Thinks creatively and solves problems effectively

Demonstrated problem solving skills with the ability to research issues and contribute to the development of innovative options, strategies and recommendations.

The successful applicant will demonstrate behaviours appropriate to the role including:

Capability Area Personal Attributes Description
Achieves Results Shares expertise and uses technology efficiently uses standard tools to communicate effectively and appropriately.
is tuned into new and emerging technologies
Delivers on intended results takes responsibilities for own work and delivery of results.
monitors progress and adapts plans to achieve results.
Communicates Effectively Communicates clearly expresses self verbally in a clear manner.
checks that communication has been understood as intended.
Thinks creatively and solves problems effectively Shows judgement, intelligence and commonsense researches information from a variety of sources.
thinks through problems from various angles, and analyses them objectively.
makes decisions in appropriate timeframes and according to level of responsibility.
Works productively with others Works cooperatively gives timely recognition for good performance in others.
manages conflict through to a positive resolution.

Addtional information:

The Selection Criteria are the essential knowledge, skills and abilities required for the role. Applicants need to address each Selection Criterion and demonstrate how each is met. Answers should be clear and concise, give specific examples of abilities and skills in the area, and accurately show the ability to do the job. Essentially, applicants need to provide information on what they have done, how it was done, where and when.

If the job description includes capabilities, applicants need to demonstrate when and how those capabilities have been used.

Please read the " Applicant Guide " document before submitting any application.

Applications for roles within must include the original, plus two copies of the complete application for each role applied for.

Where an applicant does not possess a qualification specified within a Job Description, it is the responsibility of the applicant to produce documentary evidence, acceptable to the the delegate, that any existing qualifications and/or experience held by the applicant are assessed as equivalent. Assessment of overseas qualifications for equivalence may be obtained by contacting the National Office of Overseas Skills Recognition.

To be eligible for permanent appointment you must provide proof of Australian citizenship or permanent residency. To be eligible for temporary appointment you must provide proof that you can legally work in Australia.

Probation: Any successful applicant who is not a current permanent employee will initially be appointed for a minimum six month probationary period.

Workforce Mobility: For purposes of professional development, the position incumbent may from time to time be transferred at level to other positions within the department.

Add a New Comment
Unless otherwise stated, the content of this page is licensed under Creative Commons Attribution-ShareAlike 3.0 License