Records Assistant. Corporate Services. Information Technology. Senior Records Officer

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1 POSITION DESCRIPTION Position Title Award Records Assistant Local Government Industry Award 2010 & The National Employment Standards Level 5/6 Division Section Responsible to (Immediate Supervisor) Positions under Direct Supervision Positions under Indirect Supervision Corporate Services Information Technology Nil Nil Organisational Values: All employees are expected to work within City of Vincent values and display the following behaviours: Honesty & Integrity: Treat others with respect, fairness, consistency, courtesy and honesty. Excellence & Service: Provide a high level of customer service. Strive to learn. Actively seek and evaluate new ways of doing things. Lead by example. Teamwork & Commitment: Work as a team and assist each other for the betterment of the City, its residents and visitors. Caring & Empathy: Be considerate of others and believe in their ability. Encourage and acknowledge effort and initiative. Innovation & Diversity: We encourage creativity, innovation and initiative to realise the vibrancy and diversity of our vision. - October

2 OVERALL OBJECTIVE OF THE POSITION: To assist in the provision of best practice records management services to internal and external customers. 1. KNOWLEDGE AND SKILLS: SELECTION CRITERIA Well developed knowledge of computerised systems. High level of customer service skills. Sound written and verbal communication skills. Sound organisational and time management skills. Developed interpersonal skills. Sound researching skills. Strong commitment to working in a team environment. An understanding of Records Management Systems HP TRIM desirable. Knowledge of the workings of a Local Government desirable. 2. EXPERIENCE: Demonstrated experience in use of computerised systems. Demonstrated administration experience. Experience in a Customer Service environment. 3. QUALIFICATIONS AND/OR TRAINING: Year 12 Certificate or equivalent OR relevant experience in a similar position. RESPONSIBILITIES: 1. Outcome Administration Assist in the preparation of the reports prepared by the section for Management. Manage distribution of incoming and outgoing mail. Manage files and electronic distribution. Assist employees with specialised document reproduction as required. 2. Outcome Resource Management Assist in the development and maintenance an effective archival and disposal program using an approved Records Retention and Disposal Schedule. Assist in the control the transfer, storage and destruction of inactive records in accordance with an approved Records Retention and Disposal Schedule. Page 2

3 3. Outcome Records/Information Management Assist in the development, implementation, enhancement and review of corporate recordkeeping procedures to ensure best practice standards are maintained in accord with the State Records Act Ensure that an efficient and effective Records Management service is provided to clients. Conduct minor maintenance on the recordkeeping system as required. Resolve problems associated with Records Management Practices and Procedures. Assist in the preparation of instructions and procedures in respect of Records Management. 4. Outcome Customer Service Promote and foster a positive image of the City and Records Management operations and services. Assist users to identify and assess new requirements for City s electronic document recordkeeping software systems and procedures to ensure quality customer service. Provide a high level of internal and external customer service and comply with the City s Customer Service Charter at all times 5. Outcome Training Assist with the preparation and updating of training material for training presentations relating to the City s Records Management system. Assist in training employees in the use of the City s Records Management System. 6. Outcome Occupational Safety and Health Ensure that any workstation/area is maintained in a safe, clean and tidy condition, so that risk of accidents occurring is reduced to a minimum. Exercise a duty of care to understand the need to work in a safe and efficient manner, having regarded to own safety and that of others. 7. Outcome Equal Opportunity and Diversity Be aware of the principles of Equal Opportunity and Diversity. Ensure the workplace is free from discrimination, harassment and bullying. ORGANISATIONAL RELATIONSHIPS: Reports to: Freedom of Information Records Management Executive Management Manager Information Technology Page 3

4 The degree of supervision received by this position is predominantly: General - with broad guidance The following positions of bodies, internal/external to the organisation, are liaised with in order to fulfill the requirements of the position: Internal All employees External Members of the Public State Records Office Suppliers of goods and services Records Management Software Consultants EXTENT OF AUTHORITY: This position may give direction (either directly or indirectly) to: Employees in matters in relation to the Records Management System. This position may exert influence in the following areas: Maintenance of systems and guidelines relevant to public records keeping. Access to corporate records. Disposal and Retention of corporate records. Limits of Authority This position: Operates within the limits of Council policy and relevant legislative constraints. This position may make recommendations on: Matters within the ambit of Public recordkeeping. Maintenance of existing work procedures/processes. This position is required to undertake: Problem solving by applying documented methods, and guidelines. Research into Records Management issues as directed by the Senior Records Officer. Page 4

5 CERTIFICATION: This Position Description is an important document and it may be used as part of the performance appraisal process, for job design/improvement, for classification or succession planning. Position Title: Records Officer Position Description prepared by Director Corporate Services Manager Human Resources Position Description effective from: September 2014 Present Occupant: I have read and understood this position description. I also understand that this position description may be further reviewed at a future date. Signature of Employee: Immediate Supervisor: I have explained and discussed this position description with the above signed. Signature of Immediate Supervisor: Date: Signature of Immediate Manager: Date: Signature of Director: Approved: Chief Executive Officer: Page 5

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