Corporate Services. Darren Gillies

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1 POSITION TITLE Document Management Officer POSITION NUMBER: 0688 CLASSIFICATION/BAND: City of Greater Geelong Enterprise Agreement (as amended from time to time) Band 4 Salary $54, to $57, per annum (pro rata), plus superannuation STATUS: Temporary full-time position until January 2015 (Maternity Leave replacement) DIVISION: DEPARTMENT: Corporate Services Administration and Governance APPROVED BY: Darren Gillies DATE APPROVED: 29 April 2014 POSITION OBJECTIVE: To provide accurate and timely electronic and hardcopy document/records management, archival and mail distribution services for the City.

2 THE CITY OF GREATER GEELONG: The City of Greater Geelong is one of the largest local government areas in Victoria. The City provides more than 120 services to the municipality which has a population of more than 200,000. The City has an annual budget of $229 million and employs over 2000 staff. It also utilises a large number of volunteers. The organisation has five divisions: Community Services; Corporate Services; Planning & Tourism; City Services and Projects, Recreation & Central Geelong. Geelong: Located 75 kilometres from Melbourne, Geelong is Victoria s second largest city and is renowned for its stunning north facing waterfront which overlooks Corio Bay. Geelong is a vibrant cosmopolitan city with a relaxed coastal flavour. It is recognised as offering one of the best lifestyles in Australia. Geelong has all the modern amenities of larger cities, combined with a clean and healthy environment. Just minutes away from the city centre are kilometres of pristine beaches, charming seaside townships and unspoilt rural hinterland. Geelong is also the gateway to the famous Great Ocean Road and some of the best surf beaches in the world. The City offers excellent educational opportunities. Geelong Grammar, Geelong College, The Gordon and Deakin University are just some of the schools and tertiary institutions in the region. ORGANISATION ENVIRONMENT: Geelong is among the largest of 79 Councils which collectively represent approximately 5 million Victorians. While each Council is independent, there are common rules, mainly in the form of State Legislation, which provide the framework in which Councils operate. Our Vision: Greater Geelong: building our community through enterprise, opportunity and innovation in a quality environment. Our Mission: We will focus on developing and maintaining effective working relationships to deliver Council's strategic directions and high quality services that meet the changing needs of our community. Values & Behaviours: Values form the basis of our behaviour; they add meaning to work and they provide a basis for consistent planning and decision making across the organisation. The City of Greater Geelong aims to foster a culture that embraces the organisation values being Integrity, Responsibility, Innovation and Respect. All employees should demonstrate the behaviours that come from these values when carrying out their work.

3 ORGANISATION RELATIONSHIP: This position is part of the Corporate Services Division which comprises the following departments: Communications and Marketing Administration and Governance Corporate Strategy and Property Management Customer Services and Councillor Support Financial Services Information Services Organisation Development Reports To: Directly Manages: Internal Liaisons: External Liaisons: Document Management Coordinator Nil Council Staff Mail Distributors KEY RESPONSIBILITIES: 1. Document Management: Identify the appropriate classifications, retention periods and indexes for document/records registration. Scan and register documents within the stated timeframes and in accordance with procedures and workflows. Monitor the capture and associated activities of electronic and hardcopy documents and make appropriate amendments. Review document distribution emanating from the Unit to ensure accuracy is maintained. Respond to inquiries and requests for assistance from Council staff in the use and management of the electronic document management system. 2. Archive Management: Assist with the cataloguing, registration and boxing of files and documents received for archiving. Maintain hardcopy files and documents to recognised records standards. Track the movement of files and documents and update the Archive Requests register. Retrieve and return files and documents from archival facilities. Monitor the condition and storage capacity of on site and off site storage facilities. 3. Mail Distribution: Undertake mail room duties on a rostered basis including: Opening of incoming mail and lodgement of outgoing mail. Distributing mail and internal documents through the internal mail system and courier service. Monitoring and processing faxes received both electronically and hardcopy. 4. Administration: Provide advice on the functions and utilisation of the systems for Document Management, Archive Management and mailroom operations. Provide operational flexibility by undertaking additional Document Management duties when required. Provide operational flexibility by undertaking administrative tasks within the Marketing and Administration Department during peak times and staff absences. Assist in the formulation and review of Records policies and procedures. Assist in the identification of high priority objectives for the Records team and the development of implementation plans where relevant.

4 Adherence to all Council s policies and procedures as relevant to this position. Carry out other duties as deemed reasonable and appropriate to the role as directed from time to time. KEY SELECTION CRITERIA: Essential: 1. Experience in the field of Records/Document Management and a sound understanding of related practices including the ability to classify/catalogue, index and register documents and files. 2. An understanding of relevant legislation for records and electronic document management. 3. A proven ability in prioritising work and meeting strict deadlines. 4. The ability to work independently as well as in a team environment. 5. A commitment to the delivery of high quality customer service. 6. The ability to undertake the physical activities involved in archival and mailroom duties. 7. All candidates should display integrity, responsibility, respect for others and the ability to be innovative. Desirable: 8. Experience in Local Government. ACCOUNTABILITY AND EXTENT OF AUTHORITY: In addition to those listed under the Key Selection criteria. Responsible at all times to carry out the position to the standards as prescribed by the Unit and operate in a manner that provides a high level of service to Records customers. Maintain a high level of accuracy in recording and maintaining information on electronic systems and within hardcopy files. Ongoing update of knowledge of the Dataworks System, Public Records Office Schedules and Australia Post requirements. Ability to work independently with limited supervision and use discretion where required. Adherence to relevant legislation and policies and procedures. JUDGEMENT AND DECISION MAKING: Position has authority to make decisions on all matters regarding routine day to day functions of document management and archives. Decision-making is required in identifying the appropriate classifications for files and documents within the electronic, hardcopy and archival systems to ensure accurate indexing on the systems and distribution to Council officers. Ability to prioritise work tasks to meet deadlines and ensure documents are processed according to urgency of action required. Show initiative and innovation in approach to all aspects of the position and provide recommendations on improvements to systems and processes. Determination of retention periods for electronic and archived documents using the Public Records Office Schedules.

5 SPECIALIST SKILLS AND KNOWLEDGE: Experience in Records/Document/Information Management fields. Specialist knowledge of the functions of electronic document management systems. Ability to interpret complex written communication for the purposes of precis and distribution. Excellent knowledge of the functions of local government and broad understanding of the specific functions of all Council s Business Units. Ability to establish rapport, liaise with, and gain cooperation of Council staff at all levels. Knowledge of the Public Records Act Disposal Schedules. Research skills within the previous and current Records/Document Management systems MANAGEMENT SKILLS: Ability to establish and manage workload priorities, meet deadlines and achieve targets. Ability to provide accurate advice on document management, archival and mailroom processes. Ability to work independently of supervision and show initiative. Communication skills in liaising with customers and following through on requests/inquiries. Understanding of Council s personnel practices including Equal Employment Opportunity and Occupational Health and Safety. INTERPERSONAL SKILLS: Ability to establish rapport with colleagues and work as part of a multi-disciplinary team as well as independently. Ability to listen and interpret customer requests and maintain a positive can do attitude to ensure the provision of high quality customer service. Ability to liaise with Council staff to exchange views and resolve problems. Effectively convey information to staff in a positive and consistent manner Commitment to contributing to a culture of continuous improvement. Ability to demonstrate integrity, responsibility, respect and innovation in all aspects of the position QUALIFICATIONS AND EXPERIENCE: Qualification at tertiary level in Records Management/Office Administration or several years experience and a demonstrated sound knowledge in records and document management practices. Excellent communication and customer relation skills. Sound knowledge and proven experience in office administration processes. Intermediate skills in Microsoft Office functions. A current Victorian driver's license. SPECIFIC HEALTH AND SAFETY REQUIREMENTS: A pre-employment medical examination may be required. Participate, where required, in the reporting of health, safety and wellbeing issues. SPECIAL CONDITIONS: Employment is subject to the presentation of documentary evidence of the right to work in Australia. A National Police Records check may be required throughout your employment with Council. Current Victorian Drivers Licence is essential where the need to drive a Council vehicle is required.

6 RISK MANAGEMENT, EQUAL OPPORTUNITY & CHARTER OF HUMAN RIGHTS: Observe policies and procedures to minimise injury and damage to assets and property. Adhere to Council s OH&S, equal opportunity and risk management policies, as well as act in accordance with the Charter of Human Rights. Ensure behaviour in the workplace does not discriminate, bully or harass others. Take reasonable care of self and others who may be affected by your actions. OTHER RELEVANT INFORMATION: Employment may be subject to a three-month probationary period (please note that following consultation, this period may be extended by up to a further three months). Conditions of employment are as per your contract of employment. The City of Greater Geelong is an Equal Opportunity Employer and has a no smoking in the workplace practise and is also committed to Occupational Health and Safety (OH&S) in the workplace and therefore all employees adherence to all OH&S Policies and Procedures is mandatory. HOW TO APPLY Applications for this position close at 5.00pm Friday 16 May 2014 and should be submitted through the on-line facility at (for internal candidates, please refer to CityWeb). Should you not have access to the on-line facility, applications may be directed to: Recruitment Administration Officer Organisation Development Department City of Greater Geelong PO Box 104 GEELONG VIC 3220 Phone: Fax: For details on the recruitment process If you require further information regarding this position, please contact: John Pickett, Acting Coordinator Document Management on Privacy Statement Making an application for this position requires that you consent to the collection, use, storage and destruction of personal information, including details of your referees. This information will assist us to select the best applicant for the vacant position. At all times during the recruitment and selection process, personal data will be treated in a highly confidential manner. Documents will only be available to members of the selection committee for the purposes of selecting the best person for the position. All unsuccessful applicants documentation will be destroyed three months after the end of the recruitment process. Please do not send originals of documentation with your application, as they will be destroyed. In addition the applicant understands that they may apply to Council for access and/or amendment of the information. Successful applicant details become employment-related information and will be placed on the successful applicant s Personal File. The City of Greater Geelong may release this personal information to third parties such as Vision Super Fund Pty Ltd., Victorian Workcover and Centrelink for employment related purposes.

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