Records Officer

State of Victoria; City of Melbourne; On-site; AUD 65,000 - 85,000; Full time

Job summary

Victoria Police based in Melbourne seeks a Records Officer, Archive Services to manage physical records and archives. You will retrieve, process, catalogue and shelve files in secure repositories and provide guidance on records processes to staff.

The role requires an eye for detail, customer‑focused service and ability to work in a high‑volume environment. Victorian Driver Licence and security checks are required.

Qualifications

• Experience with physical records, information or archive collections.
• Strong research, searching and problem‑solving abilities.
• Excellent customer service and communication skills.
• Experience using records management systems and databases.

Responsibilities

• Retrieving, issuing, tracking and shelving physical files and archival records according to procedures.
• Maintaining accurate metadata and tracking in corporate records systems.
• Digitising, copying and preparing records for requests and archives.
• Responding to enquiries and providing timely records guidance to staff.
• Handling of files and boxes in warehouse/repository environments; adherence to OH&S guidelines.

Skills

Records management

Archives

Customer service

Attention to detail

Research skills

Microsoft Office

Data quality

Team collaboration

Education

Certificate/degree in records management or archives

Diploma in Information Management

Tools

Records management systems

Database software

Job description

About the role:The Records Officer, Archive Services is based at the Victorian Police Archive Services Centre (VPASC) in Melbourne's western metropolitan suburbs and plays a key role in supporting Victoria Police operations through the management, retrieval and preservation of physical records and archival information.Reporting to the VPASC Team Leader, this position forms part of the Information and Records Management Unit and is responsible for providing records management support to employees across Victoria Police. The role is responsible for the storage, retrieval, tracking and management of physical records, files and archival collections, ensuring information remains accessible in accordance with legislative, operational and organisational requirements.The Records Officer undertakes a variety of archive and records management activities, including:Searching for, retrieving and processing requests for physical records and archived files.Maintaining accurate record tracking and metadata within corporate information management systems.Receiving, shelving, relocating and storing files and archival boxes within secure repository facilities.Providing records management advice and assistance to Victoria Police employees.Cataloguing, indexing and processing archival records to improve discoverability and access.We are seeking applicants who have experience or an interest in records and information management, archives, information services or related disciplines. The successful applicant will demonstrate strong organisational skills, attention to detail, a commitment to customer service and the ability to manage competing priorities in a high-volume service environment.The ideal candidate will have:Experience working with physical records, information or archive collections.Good research, searching and problem-solving skills.Excellent customer service and communication abilities.The ability to accurately manage information and maintain data quality.Experience using records management, database or information systems.The capacity to safely undertake physical handling of files and archival boxes within a warehouse environment.Victoria Police is a contemporary and agile workplace and supports flexible working arrangements.Your duties will include:Retrieving, issuing, tracking and shelving physical files and archival records in accordance with established procedures, security requirements and occupational health and safety guidelines.Maintaining accurate records, metadata and tracking information within corporate records management systems.Digitising, copying and preparing records to support operational, business and archival requests.Responding to written and verbal enquiries and providing timely advice and assistance to Victoria Police employees, FoI and legal requests for records.Collecting records Victoria Police as required (a current Victorian Driver Licence is essential).Providing records management and archival advice in accordance with relevant policies, procedures and resource guides.Processing, sorting, indexing and cataloguing records to improve accessibility and discoverability of archival collections.About You:The successful candidate will ideally have the following skills and experience:Demonstrated ability to work collaboratively within a team environment while effectively managing competing priorities and meeting performance targets.Experience in records and information management, archives, information services or a related field, or the ability to quickly acquire knowledge in these areas.Well-developed written and verbal communication skills, with the ability to respond to enquiries, provide advice and build positive working relationships with a diverse range of stakeholders.Experience using records management systems, databases and Microsoft Office applications.Strong attention to detail and a commitment to maintaining accurate records, data quality and information integrity.Excellent organisational and time management skills, with the ability to follow established procedures and work accurately in a high-volume environment.A strong customer service focus, with the ability to deliver professional, responsive and client-centred services.The ability to undertake the physical handling of files and archival boxes within a warehouse and repository environment with experience using manual handling equipment and working at height using platform ladders.A current Victorian Driver LicenceThe successful applicant will be required to undergo National Security Vetting, achieve and maintain a security classification as determined by the Department Head. To achieve this, applicants must be an Australian Citizen.The successful candidate will be required to undergo pre-employment checks which may include fingerprint checks and misconduct screening.We expect our people to foster a safe and inclusive environment where their behaviour and attitude reflects, builds upon and promotes a positive and collaborative workplace that respects the culture and values of Victoria Police.Your application must include:ResumeCompleted application form - the word document (2. Application form) for you to complete and attach to your submission, is attached to the job advertisement.Applications close midnight, Monday 5 October 2026.Please Note: All applications will need to be submitted through one of the following platforms: Victorian Government careers website (Careers.vic). Applications will not be accepted via other platforms or email.For further information, please contact: Nikki GAUCI on [phone] or [e-mail] welcome applications from people with disability and aim to support an inclusive recruitment experience. If you require a copy of this advertisement and attached documentation in an accessible format or would like to discuss an access requirement/reasonable adjustment for the recruitment process (including an alternate method of submission of the application), please contact VPS Recruitment via email [e-mail] or on [phone].About Us:Victoria Police has a dedicated workforce of more than 22,000 employees consisting of police, protective services officers, police custody officers, and public service staff. Each employee plays a vital role in providing the 24/7, 365 days a year emergency response and public safety capability the organisation delivers to its community. As a Victoria Police employee, you have a dedication and commitment to community safety.Victoria Police is committed to creating a workplace that is safe and inclusive of all our people. We empower and expect our people, at all levels, to develop interpersonal connections and collaborate, use sound judgement, and create and innovate.In alignment with the principle of self-determination, Victoria Police is dedicated to enhancing our collaboration with the Aboriginal community in Victoria as we build a culturally safe and inclusive workplace for Aboriginal and Torres Strait Islander employees. We continue to engage and build relationships with local Aboriginal communities and work closely with them to enhance opportunities and services aimed at empowerment, equality, and equal participation across all areas of the organisation.We value the diversity and differences of our employees, including their age, gender, culture, religion, sexual orientation, abilities, and life experience. We celebrate these diverse experiences and perspectives as each person brings an informed and contemporary approach to our work which enhances the wellbeing of all. We aim to provide a safe place that is reflective of the community it serves, allowing everyone to bring their whole selves to work.\"If after reading this, you're not sure you tick every single criteria box, but have the passion to get behind our purpose, the determination to face a challenge and a willingness to grow and learn, we think you should click the apply button anyway. We're passionate about building a diverse and inclusive team, and love hearing from people like you.Find out what it is like working as a Victorian Public Servant for Victoria Police: https://www.police.vic.gov.au/vps