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RECMGMT-L  December 2000

RECMGMT-L December 2000

Subject:

Employment Opportunity

From:

Archival Systems <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Thu, 21 Dec 2000 16:14:12 +1100

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (99 lines)

An opportunity for a self motivated Records Coordinator exists with our
valued client, located north of Melbourne. Attractive salary, to commence
immediately.

The Position/Purpose Summary

… To ensure that the Records Unit is customer focused, providing information
management services to Council.
… To implement and support new records and document management technology
and practices across Council
… To develop and implement policies, systems, procedures and strategies to
effectively manage the information resources of Council.

 Key Responsibilities & Duties

… Coordinate the day to day operations of the Records Unit ensuring the
effective processing of incoming correspondence, file retrieval and cross
referencing.
… Investigate ways to further develop the Records Unit to be efficient and
modern with a view to implementation of new technologies.
… Provide continued maintenance of the computerised Records Management
system.
… Monitor and receive E-mail through Council¹s official E-mail address.
… Develop and update procedure manual and other written information for
users.
… Ensure that all of Council¹s records (regardless of the format of the
record) are appropriately stored, easily accessed and disposed of in
accordance with applicable legislative requirements.
… Supervise the filing, recording and disposal of records in accordance with
relevant legislation, policies and procedures.
… Control access to confidential information and monitor the effectiveness
of confidentiality codes, policies and procedures.
… Receive, distribute and file incoming facsimile transmissions and send
outgoing transmissions.
… Develop, implement and review record management standards, policies and
procedures.
… Identify missing records and arrange searches to locate and retrieve them.
… Coordinate/supervise staff of the Records Unit including relieving staff
as required.
… Ensure appropriate training for records staff.
… Provide professional leadership and guidance to staff, including; setting
objectives, reviewing the unit¹s performance and position descriptions so
they best achieve responsibilities and priorities.
… Provide advice to Managers regarding information management practices,
issues and trends.
… Where necessary, plan and manage projects that address organisation
information management issues.
… Assist in the negotiation of appropriate maintenance and support
arrangements for the information management systems utilised, including
making recommendations on upgrades or replacement systems.
… Produce reports and statistics to management.
… Keep abreast of current professional knowledge in the area of records and
information management.
… Establish and maintain awareness of individual and corporate
responsibilities for information management and provide advice to all
managers and employees in meeting these responsibilities.
… Assist managers and supervisors in the implementation and maintenance of
Council¹s information management policies and codes of practice as these
relate to their unit.
… Ensure compliance with the Public Record Act 1973 (as amended), and
related legislation, policy, regulations and codes of practice.
… Investigate and recommend corrective action for breaches of legislative
and policy requirements.
… Perform duties as required provided such duties are within the limits of
the position occupant¹s skill, competence and training.
… Where necessary, perform clerical tasks such as data entry, filing and
mail processing.

Supervisers:
One full-time Records Officer and other staff assisting with filing
procedures.

The successful candidate must have:
… Knowledge of records and document management principles and practices.
… Experience in the implementation and management of records/document
management technology, including electronic document management.
… Ability to work independently, provide excellent customer service and
problem solving within the framework of the organisations record keeping
management environment.
… Project management skills.
… Understanding of regulatory requirements and applicable industry standards
for compliant record keeping.
… Experience in the management of an electronic document management system.
… Extensive knowledge of appropriate procedures pertaining to archiving,
record keeping and disposal.
… Knowledge of Microsoft Windows 95 and Microsoft Office products.
… Knowledge of Local Government Disposal Schedule.
… Tertiary qualifications in Records/Business or related discipline would be
desirable.
… Excellent communication skills, both written and verbal.
… Work as part of a team.
… Communicate with wide range of staff.

Please reply to Lisa at Archival Systems by telephone, fax  or email.
Closing date for applications - January 11th 2001

Telephone  03 9842 0999
Fax             03 9842 0900
E-mail          [log in to unmask]

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