Records Management Advisor - Thriving Kids

Department of Education; Melbourne; On-site; AUD 90,000 - 120,000; Full time

Job summary

The Department of Education in Victoria is seeking a Records Management Adviser to apply PROV standards and provide practical guidance on managing digital and physical records in SharePoint Online and RecordPoint. You will work within the Knowledge Solutions team to deliver high-quality service, respond to inquiries, and support staff across the organisation with compliant records practices.

As part of the Assurance, Knowledge and Executive Services Division, you will contribute to policy

Qualifications

• Experience applying PROV standards in records management.
• Experience in government department or agency records management.
• Ability to interpret and apply records policies and guidelines.

Responsibilities

• Provide practical advice on compliant records management to corporate staff.
• Apply records management standards and policies across the organisation.
• Sentencing and disposal of digital records in line with PROV standards.
• Support implementation of machine learning in records sentencing processes.
• Deliver administrative and project support for the Records Management area.
• Collaborate with teams to improve records policies and processes.

Skills

Records management

SharePoint Online

RecordPoint

Stakeholder management

Communication skills

Education

Records management qualification

Tools

SharePoint Online

RecordPoint

Job description

About the DepartmentThe department provides a wide range of learning and development support and services.The department provides policy leadership, plans for the future of education in Victoria and leads key cross-sector collaboration. The department plays an important system steward role by providing support, guidance, oversight and assurance across early childhood and school education systems, as well as directly providing school education and 50 new early learning centres.About the DivisionThe role is located within the Knowledge, Privacy and Records Branch (KPR), in the Assurance, Knowledge and Executive Services Division (AKESD). The division provides expert advice and support to the department through a range of portfolio, advisory and assurance services. The division also provides support to the department's executives, ministers and the Office of the Secretary (OOS) and manages all Cabinet and Parliament processes.KPR is responsible for leading the department's management of corporate knowledge, privacy, intellectual property and records. This accountability includes leading and supporting departmental compliance with relevant legislation and standards. The branch is the business owner of the department's knowledge and records management systems (SharePoint Online with RecordPoint), and the accompanying strategy, governance and policies.About the RoleFixed term, full-time until 30 June 2028We are looking for a Records Management Adviser with sound knowledge of Public Record Office Victoria (PROV) requirements and experience using SharePoint Online and RecordPoint. In this role, you will provide practical advice, apply records management standards, and help strengthen records compliance across the organisation. The Records Management Advisor contributes to effective records management services as part of the Knowledge Solutions team in Knowledge, Privacy and Records Branch. The incumbent engages stakeholders to deliver exceptional customer assistance, providing timely support and offering high-quality service solutions to resolve inquiries effectively.As one of the department's records management subject matter experts, the purpose of this role is to:provide advice to corporate staff and department workforces to support their compliant management of digital and hardcopy records in SharePoint Online and RecordPointcontribute to the continuous improvement of records management policies and processesundertake sentencing and disposal of digital records in alignment with Public Record Office Victoria (PROV) Standardssupport the implementation of machine learning in the sentencing of digital departmental recordsprovide a range of administrative and project support services across the Branchproactively contribute to the department's records management program in accordance PROV StandardsPlease include a resume and cover letter including a response to the Key Selection Criteria which are detailed in the attached position description.AttributesThis role requires well-developed communication, customer service and stakeholder management capabilities, together with the ability to interpret and apply records policy, standards and operational guidelines. The role also requires flexibility, adaptability and a collaborative approach, with the ability to work across teams, respond to changing priorities and support colleagues in challenging situations. Strong critical thinking, problem-solving and interpersonal skills are essential, as is the ability to understand the broader organisational context, tailor communication to different audiences and build productive stakeholder relationships. The successful candidate will also be able to align their work with operational plans, departmental values and team goals.Desirable Qualifications and ExperienceApplicants must have demonstrable expertise and experience using SharePoint Online and RecordPoint for managing records in a government department or agency. Professional experience in records management, or a relevant qualification in records or information management is desirable.Further InformationFor more details regarding this position please see attached position description for the capabilities to address in application.The department values diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply. For more information about our work, working for the Department, diversity and inclusion, and our employment conditions visit the Department website.Applicants requiring adjustments can contact the nominated contact person.Information about the Department of Education's recruitment process can be located at https://www.vic.gov.au/recruitment-public-service-department-education.For further information pertaining to the role, please contact Steven Sabo - Manager, Knowledge Solutions via [phone] or email [e-mail] applicants may be required to complete a police check and may be subject to other pre-employment checks. Information provided to the Department of Education will be treated in the strictest confidence.Please let us know via phone or email if you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments in an accessible format (e.g. large print) due to any viewing difficulties or other accessibility requirements.Applications close 11:59pm on 20th November 2028