Title:Information Management Officer

Classification:Band 4

Department:Information Management – Digital and Data

Division:Customer Focus and Innovation

Reports to:Team Leader Information Management

Enquiries:Bronwyn Money, Team Leader Information Management Ph: 9709 9385

Amaullika Ringe, Digital Systems Specialist, Ph: 9705 5565

  1. Position Purpose

»To efficiently and reliably manage information as a corporate record within standards and legislation

»Ensure the ongoing value and corporate memory of the organisation is maintained and accessible by adherence to business rules and business classification of incoming documents and records and to comply with Public Records Office of Victoria.

  1. Key Responsibility Areas

»Provide efficient and best practice information and records management services to the City of Casey relating to all facets of Information Management both hard copy, soft copy and microfilm and flowing documents via ECM

»Plan and organise resources to deliver project objectives relating to Digitising historical documents, including maintenance of accurate records and, if necessary, organising meetings

»Have a keen ability to identify required information and work with the building and planning administration teams to ensure the information is allocated correctly for future reference

»Draw on a range of information sources to identify new ways of doing things and building continuous improvement.

»Through leadership and example promote Casey’s trademark behaviours: show respect, take responsibility, listen and respond, be positive, think things through

  1. Occupational Health & Safety Responsibilities

»Take reasonable care for the health and safety of yourself and others in the workplace.

»Ensure hazards, incidents, near misses and injuries are reported immediately.

»Support activities taken by the organisation to comply with OH&S legislation.

»Ensure only authorised, adequately trained staff undertake assigned tasks.

  1. Accountability and Extent of Authority

»Essentially a “doing” job and often the provider of information to clients and/or information and support to more senior employees. Some positions may also supervise resources including other employees and/or regulate clients.

»Freedom to act is limited by standards and procedures encompassed by the nature of the work. The work generally falls within specific guidelines, with scope to exercise discretion in the application of established standards and procedures.

»The employee has sufficient freedom to plan work at least a week in advance.

»The effect of decisions and actions are usually limited to a localised work group or function, individual jobs or clients, or to internal procedures and processes.

  1. Judgement and Decision Making

»Objectives are well defined but the particular method, process or equipment to be used must be selected from a range of available alternatives.

»For supervisors the process often requires quantification of the amount of resources needed to meet those objectives. Guidance and advice are always available within the time available to make a choice.

»Seeks information needed to solve work problems and implements and adjusts solutions when endorsed by supervisor.

  1. Management Skills

»Has basic knowledge of personnel practices and is able to provide employees under their supervision with on-the-job training and guidance.

»Demonstrates skills in managing time and planning and organising own work. Promptly follows through on inquiries, requests and complaints.

»Maintains stable performance when under pressure or opposition.

  1. Interpersonal Skills

»Cooperates and works well with others in the pursuit of team goals.

»Is always polite and professional when representing the organisation.

»Requires ability to prepare routine correspondence and reports, if required.

  1. Specialists Skills and Knowledge

»Has ability and skills to provide training in the post-trades or specialist disciplines either through formal training programs or on-the-job training.

»Has a thorough understanding of the relevant technology, procedures and processes used within their operating unit.

»Can competently use the basic features of the digital tools relevant to the role.

  1. Inherent Physical Requirements

»Use a computer

»Communicate clearly

  1. Qualifications and Experience

»Completion of secondary education plus:

  • completion of a post-trade certificate or other post-secondary qualification below diploma or degree; or
  • knowledge and skills gained through on-the-job training commensurate with the requirements of the work.
  • Local Government experience highly regarded but not essential
  1. Key Selection Criteria

»Proven experience relevant to the role

»Understanding of working in an agile and collaborative working environment

»A background in record keeping and administration skills

  1. Conditions of Employment

»Conditions of employment are as per the City of Casey Enterprise Agreement, Casey’s policies and procedures and the letter of offer.

»Hours - The position is full-time worked on a 19-day/4-weeks arrangement

»Tenure – This is a limited tenure role until 27 November 2017. The position is not permanent and there is no guarantee of ongoing employment.

»Health Declaration - The preferred applicant is required to complete a Health Declaration form and return it to the Occupational Health and Safety Co-ordinator prior to commencement.

»Criminal Records Check - This position is subject to the successful applicant having a satisfactory Police Check prior to commencement at Council’s expense and then as regularly as the position requires as per Council Policy.

»Transport – Employees must use Council vehicles for work-related travel whenever practical to do so. If employees use privately-owned vehicles for work-related travel Council recommends the vehicle be comprehensively insured and the insurance company notified that the vehicle is being used for work-related travel. If an employee using a privately owned, comprehensively insured vehicle for work-related travel is involved in an accident they may be eligible for reimbursement of the insurance excess. Vehicles not comprehensively insured will not be eligible for reimbursement.

»Sick Leave - A medical certificate may be required for any absence and must be provided for sick leave exceeding three working days or absence on the working day before or after a rostered day off, annual leave or public holiday.

»Multiskilling - Employees may be directed to carry out any duties consistent with theirskills, competence and training provided the duties do not result in de-skilling them.

»Risk Management – Employees must comply with risk management policy and procedures.

»Employment Status - The successful applicant must provide proof of permission to work in Australiaprior to commencement.

»Probation Period - Asix month Probation Period applies to this position. This period will be extended in line with any period of unpaid or unauthorised leave.

  1. How to Apply

»Applications to be submitted through the Casey website at Word format.

»Applications are dealt with in the strictest confidence. Details contained in your application will not be conveyed to any person not directly connected with processing your application without your express permission.

»Following the nominated close date, short-listed candidates will be contacted by telephone. The remaining candidates will be notified via email if their application has been unsuccessful.