Information Management Officer

Job description

• $46.75ph + super
• ASAP start
• Initial contract through to 20 December 2024 with view to extend
• Blacktown location (Civic Centre)
• Full time, Monday to Friday

• Providing support to the senior team with the management of more complex incoming correspondence in the form of emails, sensitive emails, legal documents, contracts, tenders, including co-ordination of day to day activities to ensure records management compliance across the Council
• Deliver excellent verbal and written communication skills and the ability to interact professionally with a diverse group, executives, managers, and subject matter experts
• Inbox management and hardcopy correspondence creating, maintaining, allocation and distribution of customer requests, understanding the content of incoming correspondence and apply access and security control over files, folders and documents
• Assist in the development procedures regarding record naming protocols and document titling
• Register and maintain incoming (hard-copy and electronic) correspondence into Councils EDMS, including classification, container allocation, creating links, retrieving previously registered documents, and assigning records to the appropriate area of Council and actioning officer
• Review and classify correspondence received via Council’s inbox for registration by Information Management Officers or circulation through Council for action
• Exercise sound judgement an apply appropriate access and security over files, folders and documents
• Manage the registration and storage of legal documents, contracts and tenders, applying appropriate workflow and security
• Classify, register and administer VIP correspondence for action by Council including mail of outgoing VIP letters
• Determine the content of documents and make develop accurate workflow for the redirection of incoming emails/correspondence to the Executive, specialist employees or appropriate operational areas for action
• Update and maintain the EDMS as required to reflect changes in user permissions, access security and other metadata fields
• Support record retention and disposal, including sentencing, destruction approvals and transfer of State Records in compliance with general and functional disposal authorities and other relevant legislation
• Identify system issues, user requirements and records management non-compliance escalating to Supervisor Information Management for action
• Record all file movements in and out of section in accordance with policy and procedures
• Manage the transfer of physical files to and from Council record keeping areas by way of ordering, retrieving and returning files to onsite and external repositories ensuring file movements are updated in line with the required policies and procedures
• Batch and scan files and loose correspondence, including quality assurance checks with registration into Councils EDMS
• Order materials, goods or services as appropriate e.g. stationary, mail post material etc.
• Ability to exercise discretion and maintain a high level of confidentiality

• Must have experience with CM9
• Exceptional communication skills and analytical skills
• Previous experience with Kodak scanning applications
• Demonstrated experience with the:
  - Privacy and Personal Information Protection Act
  - NSW State Records Act
  - Health Records and Information Privacy Act 2002
• High level of customer service and ability to meet tight deadlines
• Ability to work in a busy and fast paced environment
• High levels of attention to detail, proven ability to positively and proactively manage multi task priorities within a Team
• Sound administration skills and experience in an office environment
• Ability to carry and lift small to medium sized boxes if required