City of West Torrens

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1 City of West Torrens Position Details 1. INTRODUCTION The attached job description (JD) and associated information should not be considered as a comprehensive, complete and/or exhaustive list of responsibilities, criteria or outcomes for the position. Instead, the JD is intended to offer a concise account of the general nature of the work that Council requires to be undertaken, including the type and range of skills, qualifications and experiences that the Council believes the incumbent should possess in order to competently undertake the duties. You can and will be asked to undertake duties within your competence, skills, abilities and training that may not be mentioned in the attached documents. The incumbent should be aware that their role and position within Council is dynamic. Continuing development, change and improvement of processes, practices, knowledge, skills and behaviours is highlighted and expected by the City Of West Torrens. People and jobs develop over time, so the attached JD is a living document and your active involvement in the evolution of the document is critical. 2. POSITION ENVIRONMENT This position provides important and valued services that contribute towards Council s objectives and goals for its community, which are clearly defined in its Towards 2025 Community Plan. Council s Vision Council s Mission Committed to being the best place to live, work, and enjoy life To strive for excellence in serving our diverse community. Council s Community Plan In addition to the Vision and Mission Statement, the Community Plan details Council s Values and Aspirations, Strategies and Success Indicators, which together form an integral part of Council s broad planning approach (refer The Community Plan embraces a number of other specific plans such as Council s Financial Plan, Economic Plan and individual Department Service Plans. The Community Plan s strategic directions and values will influence the annual service delivery plans of each department within Council and the key performance indicators for individual staff within those business units. 3. OUR CULTURE 'In our workplace we value and support each other and provide opportunities to excel.' To achieve this Vision, we commit to the FITCOR values and the behaviours that further define and support them (refer Fun Innovation and Integrity Trust Compassion Openness Respect

2 City of West Torrens Job Description POSITION NUMBER 1256 POSITION TITLE Information Management Officer STREAM Administrative CLASSIFICATION MOA Level 3 DEPARTMENT Information Services DIVISION Corporate & Regulatory 1. PURPOSE The Information Management Officer works as part of the Information Management team and is responsible for the effective and efficient delivery of Council's records functions under the direction of the Team Leader Information Management. The Information Management Officer works under the daily direction of the Team Leader Information Management, providing a range of activities that support the general operations of Information Management with a primary focus of maintaining the Pathway NAR and ECM corporate systems, registering corporate information in ECM and assisting with records management related activities. 2. POSITION OBJECTIVES Contribute to the effective, efficient and accurate delivery of a range of information management services. Contribute to the maintenance and ongoing development of council's EDRMS (ECM). Accurately scan, register and task incoming correspondence using Trapeze and ECM applications. Identify, analyse and coordinate Pathway NAR data quality, including liaising with key NAR users across the business. Undertake a range of auditing activities to identify and correct data errors relating to registration and tasking of incoming correspondence. Develop Trapeze document definitions to assist with the automation of scanning forms and other standard documents. Work in conjunction with the Senior Information Management Officer to manage record movements to/from offsite storage. Contribute to the effective and efficient delivery of information management services within the City of West Torrens primarily using the electronic and document records management system ECM. Within a team environment, deliver a range of information management services to both internal and external customers.

3 Courteously promote good public relations and a favourable image of Council in all dealings with clients and resolve issues associated with information provision within the scope of the role. Adequately manage the corporate records created and received according to CWT policies, procedures and legislation. 3. POSITION RESPONSIBILITIES Plan and prioritise daily activities including registration of incoming correspondence, production/distribution of council meeting agendas/minutes, records management tasks and timely dissemination of internal, incoming and outgoing mail. Participate in archiving activities for hard copy and digital records including identification, sentencing, developing consignment lists, transfer, applying for destruction in accordance with State Records requirements and Council's Disposal Program. Provide trouble-shooting support to users of the EDRMS and other general records management functions and act as a Key User contact for internal customers. Undertake EDRMS and Trapeze system administration tasks including creation of Trapeze document definitions. Review daily audit reports, identifying and rectifying any discrepancies. Undertake auditing and maintenance of the Pathway NAR (name and address register), maintain quality control and provide feedback to responsible officers. Supervise trainee and relief staff as required in all areas including Trapeze and EDRMS training. Produce accurate minutes and agendas for IM team meetings. Undertake digitisation, registration, indexing and distribution of corporate records within the corporate EDRMS including identify issues quality control. Efficient management of stationery within Civic Centre including liaison with customers, ordering and monitoring stock levels. Assist in implementing relevant procedures in relation to the information management function and advise the Team Leader where changes to procedures may be required. Work within council policies and executive standards in respect of confidentiality, employee code of conduct and relevant legislative requirements. 4. REQUIREMENTS OF THE JOB 4.1 Qualifications Desirable A current driver s licence. Certificate III in Business Administration, Customer Service or Recordkeeping. Willingness to undertake further studies in records management. Current national police clearance.

4 4.2 Personal Skills Essential Excellent interpersonal communication and liaison skills including the ability to deal with a wide range of people. Demonstrated ability to exercise initiative and judgement within defined and established procedures and practices. Demonstrated ability to work effectively within a team environment to achieve individual and team objectives and key performance targets. Good organisational and time management skills including the ability to deal with several issues/projects concurrently. Good numeracy and literacy skills. Good conflict resolution and problem solving skills. Demonstrated ability to maintain a high degree of confidentiality. Proven ability to learn new computer applications to increase skill levels. Possess commitment to the principles and practice of: o Work Health and Safety o Equal Employment Opportunity o Quality management and continuous improvement. 4.3 Experience Essential Proven experience in effectively communicating and negotiating with a range of people both face to face and via electronic mediums. Good keyboard skills with high level of accuracy and demonstrated experience in the use of Microsoft Office Suite. Ability to trouble-shoot and problem solve when no clear processes are in place. Experience in using initiative and working successfully in teams. Desirable Demonstrated ability to provide delivery of basic training. Experience in using an EDRMS and Trapeze and Pathway applications. Experience in working in an information technology rich environment. 4.4 Knowledge Essential A sound knowledge of information management practices, policies and procedures. Excellent knowledge of good customer service principles and practices. Knowledge of the State Records Act and Privacy Act. Desirable A working knowledge of the Local Government Act and Council Policies applicable to the activities of the position.

5 An understanding of the local government industry, its role and type of services provided, and the work performed. Knowledge of work practices and policies relevant to work area, including Work, Health and Safety, Manual Handling and EEO legislation. 4.5 Special Conditions/Requirements Some out of hours work may be required. CWT may require other duties to be carried out as directed which are commensurate with the employee s skills and competence and within the appropriate classification level. 5. REPORTING RELATIONSHIPS Reports to the Team Leader Information Management. 6. AUTHORITY AND ACCOUNTABILITY The position works under general direction with assistance available from senior officers. Authority to work within the general scope of the job description within a team environment. Accountable to the Team Leader Information Management. 7. WORK, HEALTH & SAFETY You must take reasonable care to protect your own health and safety, and the health and safety of others who may be affected by your actions or omissions at work. In particular, you must: Comply with statutory and organisational requirements, procedures and rules introduced to protect the health and safety of people at the workplace including the public. Use equipment provided to protect health and safety. Follow reasonable instructions given on health and safety. Ensure you are not affected by alcohol or another drug so as to endanger yourself or others. Report accidents injuries, property damage and health and safety incidents. Participate in activities associated with the management of workplace health and safety.

6 8. PERFORMANCE STANDARDS The performance of the incumbent will be measured by: Achievements in accordance with the Information Services Plan and the incumbents Performance Development Program (PDP). The extent to which position responsibilities are achieved The degree of professionalism, flexibility displayed Reliability, quality and courteousness of service delivered Effective teamwork and contribution to the achievement of team goals DATE OF APPOINTMENT : PREPARED BY : Team Leader Information Management DATE ISSUED : February 2016 PRESENT OCCUPANT : OCCUPANT SIGNATURE : APPROVED BY GM :

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