South Australia Police POSITION INFORMATION DOCUMENT

Transcription

1 South Australia Police POSITION INFORMATION DOCUMENT Stream : Administrative Services Career Group : Administration Discipline : Clerical & Administrative Services Classification : ASO-3 Service : Business Service Unit : Records Management Position Title : Records Officer LEVEL CHARACTERISTICS The position has been classified at the Administrative Services level 3 by virtue of the requirement to: provide a level of relevant skills, knowledge and experience in a specific area of operation exercise autonomy, authority and judgement exercise a significant level of discipline and possess a sound knowledge of the major activity performed exercise responsibility for administrative support involving resource responsibilities or administrative support requirements POSITION SUMMARY The Records Officer is accountable for the provision of Records Management related services to internal clients. The Records Officer reports to the Manager, Records Management Unit and is required to assist the Manager, Records Management Unit in developing and maintaining SAPOL s records management program and promoting Records Management policies throughout the organisation. In addition, the incumbent is required, in association with the Manager, Records Management Unit, to conduct various Records Management projects throughout SAPOL. POSITION CHARACTERISTICS South Australia Police (SAPOL) provides a diverse range of services to the community. These services are aimed at producing a safe and peaceful environment by the minimisation of crime and disorder. It is a large complex Organisation which, because of the nature of its operations, is constantly subject to public scrutiny and accountability. It provides services to a range of different locations (over 100) spread across the State on a 24 hour a day basis.

2 Records Management Unit is a part of the Information Services Branch. Information Services Branch is one of seven Branches which form Business Services providing support services to SAPOL. Records Management Unit is responsible for managing agency-wide Records Management programs, and also provides central corporate information resources and courier services. The incumbent contributes to these activities by providing a range of records management related services for and on behalf of the Manager, Records Management Unit. ORGANISATION Supervisor Reports to: Supervisor's Position: Subject Position: Manager, Information Services Branch MAS-3 Manager, Records Management Unit ASO-7 Records Officer ASO-3 Other Positions Reporting to the Supervisor: Directly: Administration Services Officers 11 Indirectly: Weekly Paid Drivers 4 STATISTICS RELEVANT TO THE POSITION Staff Supervised: 0 Financial: Nil

3 South Australia Police JOB AND PERSON SPECIFICATION Title of Position : Records Officer Classification Code : ASO-3 Position Number : Position Created : Type of Appointment : Ongoing Service : Business Service Branch : Information Services Branch Unit : Records Management Unit Job & Person Specification Approval (for all positions excluding senior positions)... / / Commissioner of Police or Delegate P.C.O. Reference Number... JOB SPECIFICATION 1. Summary of the broad purpose of the position and its responsibilities / duties The Records Officer is accountable to the Manager, Records Management Unit for provision of efficient and effective records management services by developing, implementing and managing a Records Disposal Program; providing training; high level advice on records management issues and liaising with staff throughout the organisation. 2. Reporting / Working relationships (to whom the person reports, staff for whom the person is responsible and other significant connections and working relationships within the organisation) The incumbent reports to the Manager, Records Management Unit and is required to develop strong working relationships with staff at all levels inter and intra-agency. 3. Special Conditions (Such as non-metropolitan location, travel requirements, frequent overtime) Position is located at Police Headquarters Regular visits to other SAPOL sites and other intrastate travel will be required. Must be prepared to undergo a Police Security Check. Must have a current drivers licence. Some out of hours work may be required. Participate in RMU Reception Roster.

4 4. Statement of Key Outcomes and Associated Activities (Group into major areas of responsibility and list in descending order of importance) Contribute to SAPOL Records Management Program by: Performing accurate and efficient sentencing, boxing and listing of records of all types; Prepare required paperwork for transfer of permanent records to State Records; Arranging transfer of temporary records to offsite storage. Support SAPOL in meeting the requirements of the State Records Act 1997 by: Provide advice and assistance on records management consistent with SAPOL Policies and Adequate Records Management Standards; Providing advice on disposal and the management of temporary and permanent records; Assisting business units to prepare storage management plans; Coordinating the destruction of records throughout SAPOL. Support SAPOL business units in undertaking Records Management tasks by: Liaising with key stakeholders throughout SAPOL; Assisting with training of primary staff members performing records management tasks; Manage transfer and disposal processes for business units; Undertaking site visits with other business units to promote records management and better understand local issues. Contribute to efficient and effective administrative procedures by: Performing administration functions with Recfind; Managing accounts with suppliers; Reconciling consignment details with offsite record holdings. Assist with the development of effective records management processes and procedures by: Liaising with other departments; Drafting policies; Managing implementation of initiatives; Writing Communications including reports and briefings, and information for the intranet site. Contribute to Records Management Project work by: Preparing and delivering clear and accessible presentations; Assisting with training of staff throughout organisation in records management tasks; Assisting with the development of training plans; Supervising staff as required; Researching Records Management issues and recommending solutions; Negotiating with state records to develop mutually agreed outcomes. Contribute to the business targets of Information Services Branch by: Undertaking administrative duties as required; Supporting the Records Management Unit Forms Officer, covering absences and assisting with peak workloads; Supporting staff in Records Management Unit by assisting with other duties to cover staff absences and cope with peak workloads; Documenting all work procedures. Contribute to a safe and healthy work environment, free from discrimination and harassment by working in accordance with legislative requirements, the Code of Conduct and departmental human resource policies, including the OHS&W requirements. Certified correct by OIC/Branch Head :... / / Acknowledged by Current Occupant :... / / Name of Current Occupant :...

5 PERSON SPECIFICATION Essential Minimum Requirements (Those characteristics considered absolutely necessary) Educational / Vocational Qualifications (Include only those listed in Commissioners Standard 2 as an essential qualification for a specified group) N/A Personal Abilities / Aptitudes / Skills (Related to the job description, and expressed in a way which allows objective assessment) Ability to communicate both verbally and in writing at a high standard Ability to work well with people at all levels, both intra-agency and inter-agency. Ability to maintain a high degree of confidentiality and integrity. Demonstrated ability to organise and prioritise work responsibilities in an efficient and effective manner. Ability to work as a member of a team and contribute positively to a spirit of team cooperation. Ability to adapt to organisational and process changes. Ability to undertake research in order to develop work processes and policies. Ability to train or guide other staff in the performance of work duties. Skills and experience in the design, layout and production of forms and the use of relevant software. Demonstrated ability to contribute to the maintenance of a harmonious, safe and healthy workplace, free of harassment, unlawful discrimination and bullying and where diversity is valued. Experience (Including Community Experience) Experience in classifying, sentencing, archiving, boxing, and processing record transfers. Experience in preparing and delivering presentations. Experience in providing advice and assistance on Records Management and disposal. Experience in project work. Extensive experience in the use of Microsoft Word. Experience in the use of Microsoft Excel. Experience in writing reports and other communications. Knowledge Sound knowledge of State Records Act 1997, the Adequate Records Management Standard and records management principles. Knowledge of General Disposal Schedule 15 (GDS15). A sound working knowledge of policies relating to FOI and Information Privacy Principles as they relate to the scope of the position. Knowledge of the principles of equity and diversity requirements.

6 Demonstrated sound knowledge and commitment to OHS&W legislation, principles and practices; and risk assessment in accordance with the OHS&W Act (1986), Regulations & AS/NZS 4360 Standard. Desirable Characteristics (To distinguish between applicants who have met all essential requirements) Personal Abilities / Aptitudes / Skills Knowledge of the functions and role of SAPOL. Experience Experience of managing or supervising other staff. Experience delivering training on Records Management topics. Experience in design and production of forms. Experience recommending improvements to existing practices and procedures. Experience implementing change and new initiatives. Knowledge Knowledge of Records Management software such as Recfind. Educational / Vocational Qualifications (Considered to be useful in carrying out the responsibilities of the position) State Records Accredited Certificates in Keyword AAA GDS15 Record Series Identification and Transfer Certificate III and IV in Business (Recordkeeping)