Records Management Advisor - Thriving Kids

Department of Education & Training, Victoria; Melbourne; On-site; AUD 90,000 - 115,000; Full time

Job summary

The Department of Education & Training, Victoria is seeking a Records Management Adviser to support compliant management of digital and physical records within SharePoint Online and RecordPoint. This fixed-term, full-time role sits in the Knowledge Solutions team of the Knowledge, Privacy and Records Branch, reporting to the Manager, Knowledge Solutions.

You will advise staff, help implement PROV standards, and contribute to records governance initiatives.

Qualifications

• Experience using SharePoint Online and RecordPoint for managing records.
• Professional experience in records management.
• Qualification in records or information management is desirable.

Responsibilities

• Provide practical advice and apply records management standards across the organisation.
• Contribute to continuous improvement of records management policies and processes.
• Undertake sentencing and disposal of digital records in alignment with PROV standards.
• Support the implementation of machine learning in the sentencing of digital departmental records.
• Provide a range of administrative and project support services across the Branch.
• Proactively contribute to the department's records management program in accordance with PROV standards.

Skills

Communication

Customer service

Stakeholder management

Critical thinking

Interpersonal skills

Education

Records/information management qualification

Tools

SharePoint Online

RecordPoint

Job description

About the Department

The 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 Division

The 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 Role

Fixed term, full-time until 30 June 2028 We 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 RecordPoint
• contribute to the continuous improvement of records management policies and processes
• undertake sentencing and disposal of digital records in alignment with Public Record Office Victoria (PROV) Standards
• support the implementation of machine learning in the sentencing of digital departmental records
• provide a range of administrative and project support services across the Branch
• proactively contribute to the department's records management program in accordance PROV Standards

Attributes

This 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 Experience

Applicants 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 Information

For 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].

Preferred 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 2026