Job Number: ROLE DESCRIPTION

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1 Job Number: ROLE DESCRIPTION Role Title: Senior Advisor Records Management Number and Title of Direct Reports: (2) Directorate: Corporate Services Budget: NIL Reports to: Team Leader Business Support & Records Management Location: Wellington Role of the TEC The TEC seeks to develop a world leading education system that will equip all New Zealanders with the knowledge, skills and values to be successful citizens in the 21st century. To do so, the TEC needs to direct effectively the Government s investment in the provision of high-quality post-secondary school education. Directorate: The Corporate Services Directorate exists to provide efficient and effective support services, systems and infrastructure that enable the TEC to operate effectively as an organisation. Role Purpose: Responsible for providing advice to TEC staff and managers on an accessible and efficient corporate records management system that complies with relevant legislation. This includes representing the TEC s business ownership for electronic document management systems. March

2 TEC Core Competencies: TEC staff working as one organisation are expected to demonstrate the following competencies: Connects with people Level 2 Addresses the specific needs of groups to gain buy-in and support Establishes great working relationships with groups by adjusting to their preferences Identifies unique needs, motives and ways of working for particular groups Is a team player Level 2 Is well respected by their peers for their knowledge and sensitivity Has a remarkable ability to be candid with their peers Shares their knowledge and information freely Is sensitive in approach and keeps confidences as appropriate Is an ambassador and champion for One TEC Level 2 Is a role model for others, working across the organisation at all levels to achieve results Understands the vision and direction of the organisation and communicates this effectively to others internally and externally Is a champion for the TEC, recognising and communicating the great things about the organisation to others Deals with ambiguity Level 2 Is very good at leading in unpredictable situations He/ she quickly analyses situations then charts a course of action He/ she communicates their vision of the situation and provides a direction though outcomes may be uncertain March

3 Role Specific Competencies: The specific competencies required for this role are: Technical/ Professional expertise Level 3 Combines technical skills with attention to detail to produce high quality work Technical knowledge is complete and up to date Is a technical resource for others Does an exceptional job of keeping up to date with changes and developments in the field Can answer both detailed and general queries about their field and communicate with lay people to share knowledge/ context Negotiating Level 2 Reaches equitable agreements handling negotiations well and consistently achieves outcomes that benefit the organisation Is aware of the points that are negotiable and bargains within these Takes time to build rapport before negotiations Makes an effort to understand the other parties point of view and shows respect for them Coaches and motivates others Level 2 Pushes others to strive for new levels of growth and development Helps other people learn new skills and is available for assistance whenever required Identifies opportunities for new staff to develop in his/ her own area of expertise or interest Is organised and systematic Level 2 Has no problem doing many different tasks at once Is aware of potential problems and takes steps to make sure there is an option for dealing with them Projects run smoothly because he/ she has the right people in the right place at the right time Keeps information well organised and available to all March

4 Key Accountabilities: Deliverables Example Measures Records Management Ensuring outcomes are delivered, organisational vision is understood Lead the development and delivery of: - An Information Management Strategy (including engagement with the rest of the business) - A good records management practice and development of a strong records management ethic across TEC - Develop and Implement a Retention & Disposal Schedule - Oversee the delivery of the document management system training and advice - Carry out ad hoc appraisals of records as required - Manage the contract with the provider of off-site storage facilities & services for the storage of TEC information - Advise the Chief Financial Officer (CFO) on the storage requirements for physical files and address the requirements that are currently not being met under the storage standards and recommend system developments and implementation with respect to records management systems and EDRMS Provide advice, information education and training to the TEC ensuring awareness of statutory obligations and best practice Ensure the TEC complies with the Public Records Act, other relevant legislation and audit requirements in relation to records management Provision of accurate and timely reports to the Team Leader on the TEC s performance against expectations and other information, as required Champion good processes and practices across the TEC Build and maintain more professional relationships with members of the records management community and other relevant professionals (e.g. project management, public records management, information management and policy and business analysts Track emerging business needs and identify implications for document and records management and report to the Manager Corporate Provide advise and support the Manager Corporate Services Support & Projects and Chief Financial Officer to manage and lead records staff Information strategy up to date Internal audit demonstrates good records management and practice Retention disposal schedule current Timely maintenance and upkeep of the functional file classification structure (including supporting security/privileges model). This includes the EDRMS, Network Drives and SharePoint March

5 Key Accountabilities: Deliverables Example Measures Services Support & Projects and Chief Financial Officer Manage own health and safety in conjunction with organisation support systems to ensure a safe working environment Key Relationships: Records Management Advisor/Assistant Chief Financial Officer Manager Corporate Services Support & Projects Principal Advisors and Lead Advisors in all TEC Directorates Service Centre staff Key providers of information services to the TEC Education sector counterparts Data Warehouse staff Archives NZ Off-site Storage Provider Objective Limited (EDRMS) Knowledge, Experience and Skills Required: Proven knowledge, skills and experience, qualifications Relevant tertiary education or relevant experience in records management Professional status in the Records Management Association of Australasia is preferred but not essential Experience and skills in Project Management Experience in the management and use of both electronic and hardcopy records management systems and tools Proven experience in the maintenance of file classification systems Develop policies, standards and guidelines on good practice recordkeeping, storage, file and document management Provide advice on compliance with appropriate legislation and systems knowledge for records management Knowledge of agency processes and protocols relating to official correspondence March

6 Strong written and oral communication skills, including ability to communicate effectively with a range of audiences in terms that the particular audience can understand Demonstrates a high degree of integrity and confidentiality in dealing with the personal information of others A good knowledge of the Records Act 2005, other relevant legislation and standards Customer focus demonstrates an understanding of the needs of business March