Effective Date: April 2011 Te Papa Job Description Job Title: Corporate Records Advisor Directorate: Corporate Services Unit: Corporate Records, Information Technology & Development Reports to: Manager, Corporate Records Direct reports: 0 Number of staff: 0 TE PAPA S MISSION & CONCEPT The Museum of New Zealand Te Papa Tongarewa is a forum for the nation to present, explore and preserve the heritage of its cultures and knowledge of the natural environment in order to better understand and treasure the past, enrich the present and meet the challenges of the future. Te Papa s concept is founded on the principles of unified collections, the narratives of culture and place, the idea of forum, the bicultural partnership between Tangata Whenua and Tangata Tiriti, and the multidisciplinary approach to delivering a national museum for diverse audiences. Within this concept, matters of concern to Te Papa are expressed within the framework of: Papatüanuku the earth on which we all live Tangata Whenua those who belong to the land by right of first discovery Tangata Tiriti those who belong to the land by right of the Treaty of Waitangi ROLE OF DIRECTORATE The Corporate Services Directorate is responsible for providing organisation support, systems and processes, across the whole of Te Papa to ensure the delivery of high quality, effective, and efficient products and services. This incorporates the areas of IT and Development, Assurance, Facilities Management, Strategic Asset Management, Human Resources and Project and Procurement management. JOB PURPOSE This role is central to the enhancement of information management and good recordkeeping across Te Papa. The focus is on providing advice, training and support to the business to support effective recordkeeping and records management. KEY RESPONSIBILITIES The Corporate Records Advisor has responsibilities for: 1. Assistance with the development and planning of the Te Papa Records Management programme. 2. Providing records management advice, support and guidance to end users. 3. Planning and delivering training programmes that will assist Te Papa to reach compliance with the Public Records Act through good recordkeeping practices. 1 of 5 Museum of New Zealand Te Papa Tongarewa
4. Maintaining a high level of awareness across Te Papa of recordkeeping, records management, and good information management. 5. Supporting the effective use and development of edrms processes to support good recordkeeping practices. 6. Generating interest in, enthusiasm for and commitment to good recordkeeping practices. 7. Development and maintenance of networks to keep abreast of new developments and technologies in the records and document management fields, especially those relating to cultural and intellectual property. 8. Contributing to the broader knowledge management and information management initiatives. ACTIVITIES & MEASURES Advice and Guidance Development and delivery of high quality recordkeeping advice to the business. Quality advice is provided to end users within agreed time frames Procedures and guidelines relating to effective information management are developed and communicated to staff Users are guided as required in their application of the business classification scheme. Users take responsibility for managing business information Compliant recordkeeping practices are in evidence Users have the skills and knowledge to be able to file content accurately and appropriately within the file plan Records Training Delivery of quality and effective training to staff New staff receive training within the agreed timeframe and to agreed standards Training modules are kept up to date, developed and enhanced as required. Training is to a high standard and meets user needs. Training feedback is consistently of high quality Training modules and training resources are developed as per requirements of the Records Management programme Systems Support Responding to user support requests Support requests are resolved within agreed timeframes and to both user satisfaction and Te Papa Corporate 2 of 5 Museum of New Zealand Te Papa Tongarewa
Records standards. Liaison with vendors Effective and efficient engagement leads to successful outcomes for Te Papa users and business requirements. Records Management Programme Work on Records special projects Projects are progressed to agreed timeframes and deliverables Internal communication, marketing and outreach Communication channels such as intranet, are maintained, kept up-todate and developed. Internal processes are maintained to a high standard Records reporting, housekeeping and knowledge bases are kept accurate and up-to-date DELEGATED AUTHORITY Budget authority $0 People delegation None KEY RELATIONSHIPS Who External and Internal All Te Papa staff and management IT Infrastructure team Corporate Records Systems Administrator Software Development team Human Resources team Offsite Storage Providers External Software Providers Archives New Zealand Other records management professionals For What Purpose? Record keeping support, advice and training delivery. Records management software support and development. Team engagement and collaboration on projects and programme development. Maintaining edrms interfaces with SharePoint and maintenance and development of the Records management intranet presence. Liaison re employee recordkeeping processes. Liaison regarding lodgement, retrieval, return and disposal of physical records. Liaison regarding edrms third level support, upgrades and development. Engagement re application of standards, best practices for records management and compliance with the Public Records Act 2005 Professional development and information sharing. SKILLS, KNOWLEDGE AND EXPERIENCE Essential 3 5 years experience in records management Demonstrated understanding of recordkeeping in organisations Experience in the use of EDRMS and RM software 3 of 5 Museum of New Zealand Te Papa Tongarewa
Knowledge of the Public Records Act 2005 as well as the implications and experience of the application of records management principles/standards Proven business analysis skills Experience in devising and delivering end-user training programmes A vibrant and effective communicator to a variety of audiences with the ability to explain recordkeeping principles/practices in plain English Proven experience in Ability to work autonomously Excellent time-management skills Desirable Records Management qualification Demonstrated ability to plan and implement records management training programmes Demonstrated knowledge of how technology can be used to improve management and access to corporate information GENERIC COMPETENCIES Bicultural (Interim Only) Level 1: Te Reo Māori - demonstrates a basic pronunciation level of Te Reo Māori e.g. uses correct pronunciation of commonly used Māori words within Te Papa Tikanga Māori/Customary Concepts understands key customary concepts such as tapu, mana and taonga as they apply to Te Papa Te Tiriti o Waitangi/Treaty of Waitangi - is aware of the historical significance of the Treaty of Waitangi, and shows some understanding of its contemporary application. Being Accountable Being accountable is taking responsibility for the delivery of the work you are involved in, and maintaining integrity and ethical standards. negotiates realistic timeframes for delivery constructively challenges behaviour contradictory to Te Papa values is always prepared and keeps others up to date with progress understands own strengths and limitations understands the impact of their actions on others anticipates potential problems when planning work overcomes obstacles to deliver to agreed expectations monitors progress towards objective achievement involves other people to reach goals effectively and efficiently identifies risks and develops mitigating strategies Building Relationships Building Relationships is working to build or maintain ethical, friendly, warm relationships or networks of contacts with people who are, or might someday be, helpful in achieving workrelated goals. 4 of 5 Museum of New Zealand Te Papa Tongarewa
effectively represents the interests of the Museum works with a broad range of individuals and reaches solutions which are widely accepted proactively builds relationships and networks both internally and externally to share knowledge and achieve business goals accesses formal as well as informal networks to keep up to date with changing situations within the organisation Communicating Effectively Clear and confident communication and presentation of information in ways that are appropriate to the audience. confidently presents information to team and others groups across the organisation facilitates discussions in a way that encourages others to participate clearly communicates the reasons behind their or Te Papa s decisions communicates inside and outside the organisation in ways that create positive connections uses visual aids effectively when writing, uses appropriate organisation and structure and ensures recommendations are supported by logical and clearly articulated arguments Customer Service Customer Service is the desire to help or serve others, to meet their needs. It means focusing one s efforts on discovering and meeting the consumer or client s needs. Customer includes internal and external colleagues, clients, visitors, or anyone that the person is trying to help. acts as a role model in terms of customer service understands the Museum s target audiences and their particular needs seeks to identify opportunities to add value in all aspects of customer interaction collects and acts on feedback from customer groups demonstrates an understanding of long term customer needs and how these needs can be met 5 of 5 Museum of New Zealand Te Papa Tongarewa