Position description for Trainee Information Manager

POSITION DESCRIPTION

POSITION: TRAINEE INFORMATION MANAGEMENT OFFICER
BRANCH: Corporate Services
SECTION Information Services
ORGANISATIONAL RELATIONSHIPS
Reports to: Information Management Team Leader
Supervises: Nil
Internal Liaisons: All staff involved in the receipt and/or creation of files and records.
External Liaisons: Mail & courier services
Off-site archive storage provider
Stationery providers.
AWARD CLASSIFICATION: In accordance with National Training Wage Award.

CONDITIONS OF EMPLOYMENT:

HOURS OF DUTY: 10 days / 76 hours per fortnight, 8.30am to 5.06pm, Monday to
Friday, with 45 minutes for lunch. Flexibility may be required to
meet the needs of the position, these would be between the spread
of hours 7.00 a.m. and 7.00 p.m Monday to Friday.

POSITION DURATION: Temporary (12 Month)

CORPORATE CULTURE: The culture guiding delivery of our key commitments is
represented through:

Sustainability
•Decisions about sustainability will be determined by the impact they have on our environment, society and economy
Accountability
•Responsibility for the decisions it makes and hold itself open to public scrutiny in light of those decisions.
Responsiveness
•Every function must take ownership for meeting the needs of the community and commit to excellence in customer service and delivery outcomes effectively, courteously, on time and within budget.

PRIMARY OBJECTIVES OF POSITION:

To assist the Information Management team in providing efficient Information Management services and applying relevant legislation, industry standards and procedure as it relates to managing and providing access to information.

DUTIES AND RESPONSIBILITIES:

Functional Responsibilities
•Opening and classification of daily mail
•Registration of daily mail via the RecFind Computerised Records Management System
•Distribution of incoming and internal mail
•File creation and movement
•To respond to customer requests and queries as received
•Filing of documents and Council files
•Archive retrievals, lodgements and storage issues

Team Responsibilities
•Participation as a member of the Information Services team, identifying and recommending improvements to team systems and processes to ensure flexible and responsive
delivery that exceeds users expectations;
•Communicate with and support other team members to ensure team cohesion and consistency in approach;
•To effectively perform daily tasks in line with agreed organisational performance indicators.

Organisational Responsibilities
•Adherence to the Occupational Health and Safety Act including assuming responsibility for the proper use of all safeguards, safety devices, personal protective
equipment and other equipment provided for safety purposes.
•It is important that employees consider their own safety and the safety of those around them while at work. This includes following health and safety guidelines and procedures, and using protective clothing or equipment provided, at all required times. Employees must
immediately report any injury, near miss, damaged equipment or any other hazard observed in their workplace.
•Be familiar with Risk Management policy and program and the application of sound risk management practices within the workplace and community.
•Practice and promote Equal Opportunity, Harassment and Bullying principles by treating fellow staff and our customers fairly and equitably and without discrimination, harassment or bullying.
•Promote a positive image to members of the public through professional standards of personal presentation and through the provision of services/advice in a courteous and efficient manner.

Multiskilling
•The incumbent of this position may be directed to carry out such duties as are within the limits of the employee’s skill, competence and training, provided such duties do not
promote a narrowing of the employee’s skill base.

ACCOUNTABILITY AND EXTENT OF AUTHORITY:
•Compliance with relevant legislation, industry standards and procedure as it relates to managing and providing access to information.
•Accountable for ensuring that delegated duties and tasks are completed in a timely and effective manner to assist in achieving departmental objectives. The incumbent is accountable for providing a professional, high standard of customer service to the Information Services Team and relevant customers and stakeholders. The position accountabilities are well defined within specific and set guidelines and procedures and the incumbent is able to use discretion in the application of these guidelines and procedures as
•delegated by the Information Management Team Leader.
•Adopt a pro-active risk management approach to all activities that the incumbent is responsible for and ensure that risks are identified, quantified and controlled and that employees, contractors and the community are protected against reasonable loss.

JUDGEMENT AND DECISION MAKING:
•Organise and prioritise work in accordance with established procedures and under the guidance and supervision of the Information Management Team Leader.
•Resolve minor issues in accordance with work procedures.
•Select appropriate process or techniques from established procedures to perform the various tasks of the position to meet the objectives of the position.
•Guidance and advice is always available.

SPECIALIST SKILLS AND KNOWLEDGE:
The incumbent should be prepared to be trained in: current Information Management techniques (both manual and computerised systems); relevant legislation, industry standards and procedure as it relates to managing and providing access to information; and be able to provide basic advice to users of Information Management systems.
Basic computer and keyboard skills
Good communication skills.

MANAGEMENT SKILLS:
Ability to prioritise daily workload to meet demands and complete tasks within agreed timelines and to agreed standards.
Strong Organisational skills.
Resolve minor issues in accordance with work procedures.

INTERPERSONAL SKILLS:
The Information Management Officer Trainee should have good oral and written communication skills.
Verbal skills are required to facilitate the resolution of user requests and liaise with the
Information Management Team in a professional, courteous and responsive manner.
Excellent customer service skills.
Ability to gain the cooperation of others.
Ability to work in a team environment.

QUALIFICATIONS AND EXPERIENCE:
Successful completion of Year 12.
Basic computer and keyboard skills.
Aptitude and enthusiasm to be trained in basic Information
Management guidelines and in the use of Electronic Document
Management and scanning technologies.

KEY SELECTION CRITERIA:
Aptitude and enthusiasm to be trained in basic Information
Management guidelines and in the use of Electronic Document
Management and scanning technologies.
Good customer service skills.
Strong Organisational and time management skills.
Ability to work in a team environment.
Well developed communication skills both written oral.

**CONDITIONS OF EMPLOYMENT

AWARDS & INDUSTRIAL AGREEMENTS:**
Employment conditions for all employees are in accordance with the relevant award,
Council’s Enterprise Agreement, contract of employment and Council policies and
procedures. Currently the Awards and legislation are:

POLICIES & PROCEDURES:
All employees are required to undertake his/her employment in accordance with
relevant Award / legislation, policies and procedures. Each employee is responsible
for ensuring they are familiar with and keep up to date with policies and
procedures. These policies and procedures will be provided to you during your initial
induction and can be located on the Intranet, or can be accessed by contacting the
Organisational Development Section.

CODE OF ETHICS:
It is a basic principle that the services provided to the community are to be
conducted legally, ethically and be of the highest standards of integrity and propriety. The
Code of Ethics applies to every employee withinl, regardless of the position held and
the workplace location.
In addition to the above and other recognised professional ethics, the
appointee of this position will adhere to the following principles:
The incumbent of this position is expected to commit to the vision and values in the
Corporate Plan, and shall devote the whole of his/her time, as prescribed in the Award to the
business of the unit.
Any actual or perceived conflict of interest must be disclosed to the Chief Executive
Officer prior to business dealings or immediately as the conflict becomes apparent.
The person appointed to this position shall not at any time during their period of
employment be engaged, employed by or have a financial interest in
any other company, partnership or other entity which:-
o
o

ALCOHOL & DRUGS:
Employees shall not arrive for work under the influence of alcohol or illegal drugs. Whilst on
duty employees shall not consume alcohol and/or drugs. Consumption of alcohol
on office premises is not permitted, unless authorised by the Chief Executive Officer or a
General Manager for a specific social function. If you take legal prescription drugs which
can affect performance or judgement and are required to use plant, equipment or a vehicle,
you must notify your supervisor immediately.

SMOKING:
A“No Smoking Policy” prohibits smoking in any workplace (building or vehicle) at
any time. This includes social functions and when working outside normal working hours.

PERFORMANCE REVIEW, PLANNING AND DEVELOPMENT SYSTEM
The management of individual employee’s performance and development is pivotal to the
achievement goals and the individual’s ability to enhance their level of
competence. It is through involvement in the Performance Planning, Development
and Review System that the organisation will be able to recognise and reward good
performance and provide development mechanisms to assist the individual employee to
gain competence in their current role while preparing them for their next career step.
On an annual basis the Manager/Coordinator/Team Leader will meet with the employee in a
one-on-one environment to participate in the performance review, planning and
development system. The system comprises of five parts:

  • Employee feedback
  • Performance review
  • Planning for the year ahead
  • Skill/s development
  • Review of salary grading based on remuneration management systems.

PROBATIONARY PERIOD:
All temporary and permanent employees are required to complete a six month probationary
period at the beginning of employment. A probationary period provides an opportunity to
confirm the new employee’s suitability for the position and for the employee to closely
assess the work environment and the organisation. Under the Workplace Relations Act
(1996) an employee who is serving a probation period can not pursue a claim for unfair
dismissal. The criteria for the successful completion of a probationary period will include,
but not be limited to:
Performance on the job
Attendance
Completion of Council’s induction process

LEAVE ENTITLEMENTS:
Full time employees’ are entitled to four weeks annual leave per annum and new
employees are entitled to four weeks annual leave after 12 months continuous service is
completed in accordance with the Award and the Enterprise Agreement. Annual leave entitlements are provided on a pro-rata basis for part time employees and are not an entitlement to employees where leave loading is paid.
Employees are entitled to 16 days sick leave per annum (pro rata for part time employees).
Employees can transfer a maximum of 20 days sick leave.
Employees are also entitled to thirteen weeks of long service leave after ten years
continuous service (pro rata for part time

SUPERANNUATION:
Council will make superannuation contributions on behalf of each employee which will be no
less than the amount specified pursuant to the provisions of the Superannuation Guarantee
(Administration) Act 1992, as amended. That amount is currently 9% (9.25% for Defined
Benefit employees) of an employee’s average weekly ordinary earnings.
All employer superannuation contributions and employee contributions such as those made
under salary sacrifice arrangements, voluntary contributions or compulsory Defined Benefit
contributions (currently 6%) will be made by the employer or employee to the following
funds:

WELLBEING PROGRAM:
To promote a culture that places a high value on physical health and emotional wellbeing in the workplace.
To encourage the establishment of education, training, support and access to
information on health issues for employees.
To monitor the effectiveness of health and wellbeing policies, programs and
practices, and promote improvements.

TRAINING & DEVELOPMENT:
Staff training and development has an important role in improving the effectiveness and
efficiency of the delivery of services and in enhancing the career opportunities and
job satisfaction of staff.
Training and development will focus on the continuous upgrading of technical, conceptual
and professional skills and identified core competencies, such as, but not
limited to:
project management
communication/interpersonal skills
computer literacy
problem solving/decision making
customer service
financial management

STUDY LEAVE:
To assist employees with career development, provisions are made for those staff studying amounting to a reimbursement of $500 per semester and a maximum of $1,000.00 per year. The Study Assistance policy outlines the eligibility requirements for study leave and reimbursement.

APPLICATIONS:
It is important to prepare a thorough application as it will be used to ascertain whether or not
you are successful in gaining an interview. All applicants are requested to include the
following information in their application:
Covering letter - which states the position the applicant has applied for and
addresses the key selection criteria, as outlined in this position description.
Personal information – including your home address; a postal address for
correspondence (if different to your home address); business and home contact
telephone numbers; and current details of employment
Resume including:
Education and training - a chronological list of your academic qualifications and training courses which are relevant to the position for which you are applying. Please include an authorised copy of your qualifications with your application (the original copy may be requested for viewing at the interview)
Work Experience - identify positions you have held from the present to the past, listing briefly the duties and achievements of each. Give greater detail on the more recent and current positions and highlight those details relevant to the position for which you are applying.
Referees - at least two professional referees should be nominated, together with
details of their current positions and phone number. No contact will be made with
these referees without prior approval from the applicant.

Applications for this position close 5pm Friday 1 September 2006

Please note: Electronic resumes will only be accepted in Microsoft Word or Adobe Acrobat
format.

PRIVACY OF PERSONAL INFORMATION:

Your personal information you have provided is used for recruitment and selection
processes to assess your application for employment, and if your application is successful, it will be kept on your personnel file. The personal information will be used solely for employment and or directly related purposes. In applying for this position, you are giving your consent to use this information.
The applicant understands that the personal information provided is for the above purpose and that he or she may apply for access to and/or amendment of the information.

INTERVIEW:
As an applicant, you will be regarded as being available for interview from the closing date..
Applicants will be given a reasonable amount of notice to attend an interview. If you know
you will be unavailable in the month following the closing date, you should advise of your
expected absence in your application.

EVIDENCE OF QUALIFICATIONS:
Applicants are required to supply the Recruiting Officer with the original copy of their formal
qualification during the interview process. A copy of this qualification shall be made and filed in the Organisational Development Section prior to appointment. (Qualifications include licenses and endorsements).

CONFIRMATION OF CITIZENSHIP:
Applicants must provide proof of citizenship to the Recruiting Officer. Proof of citizenship
can be obtained by providing the original copy (to be photocopied) of one the following:
Australian Birth Certificate
Australian or New Zealand passport
Current drivers licence
Certificate of Citizenship
Working Visa

PRE-EMPLOYMENT MEDICAL:
As part of the selection process applicants may be required to undertake a preemployment
medical examination. This examination will be with a recommended General Practitioner to determine the applicants ability to carry out the inherent requirements of the position. If you are required to undergo a pre-employment medical, you will be notified during the recruitment process (this requirement will also be outlined in the key selection criteria).

POLICE CHECK:
As part of the selection process, some positions also require prospective employees to
undergo a Police Check prior to commencement in the position. If the position you are
applying for requires a police. Applicants will be notified during the recruitment process (this requirement will also be outlined in the key selection criteria).

COMMENCEMENT OF DUTIES:
During the interview process applicants must inform the Recruiting Officer the period of
notice required to be given to the present employer, if he/she was to be successful in
obtaining the position.

ENQUIRIES:

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