POSITION DESCRIPTION

Transcription

1 POSITION DESCRIPTION Date April 2012 Position Title Information and Records Coordinator Organisation UnitingCare West Reports to Manager Business Systems & Services Class Level - D Position Number SECTION 1 PURPOSE OF THIS JOB: To provide UnitingCare West with an effective, efficient and reliable document and records management system and tolead UCW s information and records management service to facilitate the effective use of its information and records assets to support the business activities of the organisation, in the delivery of its services to clients. The role supports the IRM model of centralised control with decentralised and devolved operations with information and records management operational activities being placed in the hands of all staff. This role will be responsible for the management and maintenance of the framework required to underpin such a model. SECTION 2 KEY WORKING RELATIONSHIPS INTERNAL EXTERNAL Manager Corporate Business Systems ICT Systems Administrator Administration Officers UCW Executive Managers ICT Service Contractors Freedom of Information Commission Government Agencies Managers/Team Leaders Human Resources/Payroll SECTION 3 KEY RESULT AREAS (KRAs) 1. Development of a Information & Records Management Strategy 2. Development, implementation & maintenance of an electronic documents records management system (edrms) 3. Supervise & direct the work of the organisation with edrms 4. Support OSH and data protection strategies Position Description 1 Records Management Officer

2 This position description contains the key tasks and associated performance indicators for this position. The list of key tasks is not intended to be complete. Other tasks will be assigned from time to time to meet the needs of the organisation. KRA 1: DEVELOPMENT OF A INFORMATION & RECORDS MANAGEMENT STRATEGY Key Tasks Development of a Information & Records Management Strategy and Policy Establish and maintain a records management system (manual and electronic). Support and advise UCW on the implementation of an edrms and ensure UCW edrms remains upto-date and integrated within the UCW ICT functionality Develop relevant edrms policies and procedures & User Guides. Implement, manage and maintain the following Records Management tools: Thesaurus of controlled language created specifically for UCW s hard copy and electronic records and information. Retention and Disposal Schedule Develop an Implementation Plan for both tools. Develop a Management Plan and process for both tools to ensure that changes to the tools are controlled and each is updated as necessary. Develop and implement required procedures, guidelines and work instructions to support every officer manage UCW s records and information they are individually creating or receiving.develop research queries management system (including subpoenas and court actions). An approved Information and Records Management Strategy within 3 months of employment Implementation of edrms to the satisfaction of the Manager Corporate Business Systems and EMCS. Regular reporting on progress and variance to the Strategic Objectives Approved policies, procedures and user guides Completion of training coursework and Implementation of a training program Implementation of an appropriate archival records management system Position Description 2 Records Management Officer

3 Establish manage and monitor a Digitisation Program using required best practice standards to ensure that UCW creates reliable accurate reproductions of the original hard copy documents. Identify the range of training required to support staff to carry out their records management activities. KRA 2 : DEVELOPMENT, IMPLEMENTATION & MAINTENANCE OF edrms Key Tasks To be responsible for the overall coordination of information, records and documents in EDRMS. To manage the processing and storage of records and documents, ensuring accurate recording and uncomplicated access. Provide organisational support to CEO, Executive & other managers and team leaders to understand their information flows and plan their fundamentals of the edrms library Liaise with the ICT Officer and senior employees to determine remote & afterhours electronic access needs into edrms CEO, Executive & other managers and team leaders are confident to use EDRMS for their document management needs Files are maintained in accordance with the approved system design. Paper Documents to be stored in dry, secure locations. KRA 3: ORGANISATIONAL TRAINING Key Tasks Prepare internal coursework and a training plan and schedule for edrms usage Conduct training sessions for staff in all aspects identified in the Records Strategy and in the use of edrms with assistance from Human Resources. Completion of a training plan and manual to the satisfaction of the EM CS. Training to be conducted according to the agreed plan. KRA : OH&S and Information Security Position Description 3 Records Management Officer

4 Key Tasks Identify, report and problem-solve information risks Support the Manager of Corporate Business Systems investigate & problem-solve information security incidents Identify, report and problem-solve hazards in the workplace. Meet OSH responsibilities. Maintain appropriate manual handling techniques Practice fire safety principles. Maintain correct levels of confidentiality and security for information received and stored. Identify record processes that put data protection principles in jeopardy Report possible breaches of confidentiality Annual data protection training completed Report hazards & incidents and complete necessary documentation. No injuries to staff, clients, visitors. Annual fire safety training completed Any other duties that may arise from time to time which fall within the parameters of this role and within the level of skills, competency and training of the incumbent. SECTION 4 AUTHORITY LEVELS Authority to act to maintain the integrity of the edrms system. Report to the Manager Corporate Business Systems and Executive Manager Corporate Services as per Delegation Matrix SECTION 5 COMPETENCY PROFILE Competencies Ability to work in ways that are congruent with the values of UCW and the Uniting Church in Australia; Demonstrated high level skills in information and records management, electronic & paper High level of interpersonal and staff management skills; demonstrated ability to set priorities High level of communication skills, with the ability to advise senior staff in IRM processes, and to train staff in record and document management technology and recordkeeping; Position Description 4 Records Management Officer

5 Demonstrated high level of report writing skills; and Experience in policy and procedure development and implementation Extensive experience in participating in a customer service focused team in a corporate environment Demonstrated experience in establishing, managing and monitoring services such as Disposal Programs, Digitisation Programs. Demonstrated experience in implementing, managing and maintaining records management tools Demonstrated experience in edrms use and application. Qualifications Tertiary qualification in document/records/archives management or other information resource management discipline or sufficient work experience which could be recognised as the equivalent of degree level National Police clearance. Valid C class drivers licence. Knowledge Thorough knowledge of record and document management, electronic document management systems and information retrieval software applications. Thorough knowledge of the Freedom of Information Act 1992 Thorough Knowledge of the Privacy Act Knowledge of the State Records Act 2000 Comprehensive knowledge of public records keeping standards and practices Sound knowledge of contemporary management practices Experience At least 3 years experience in the development, implementation and management in EDRMS Experience working with a not for profit organisation. Position Description 5 Records Management Officer

6 SECTION 6 ACCEPTANCE OF POSITION DESCRIPTION Information & Records Coordinator Executive Manager Human Resources & Administration Signature Date: Signature Date: Position Description 6 Records Management Officer