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Records Management Officer Feb 2010
MOSMAN MUNICIPAL COUNCIL POSITION DESCRIPTION POSITION DETAILS: POSITION TITLE: Records Management Officer DEPARTMENT/POSITION CODE: PV-CS-10/01 DEPARTMENT/SECTION: Corporate Services Department RESPONSIBLE TO: Team Leader Records RESPONSIBLE FOR: No direct staff responsibility. EMPLOYMENT BASIS: Full-time HOURS OF WORK: 140 hours over a four week period across a seven day spread KEY POSITION OBJECTIVE Contribute to the team performing general records and document management duties supporting Council’s Corporate Information Management System, facilitate public access to information and provide high level customer service through the call centre. POSITION STATEMENT This is a key support position within the organisation. The role is team based involved principally in document and information management utilising Council's electronic information management system (DataWorks) with an emphasis on scanning, registration and onwards tasking of information, and auditing that process. The other major part of the position relates to telephone and electronic customer contact, together with regular clerical tasks. This position plays a major part in the workflow of the whole organisation and is a major player in ensuring good public relations and efficient output. There is scope for innovation and creativity in developing and improving procedures and in recommending improvements to streamline systems. Planning and coordination of tasks with individual workflow is required. There are no direct staff supervision responsibilities, but high level interpersonal and communication skills are required which will enable the person to listen to enquiries and requests and to communicate with both external and internal customers using a courteous, helpful and “can do” manner. No management skills are required. Tasks would be undertaken within a set of protocols or procedures. The position requires good numeracy and literacy skills and a methodical and accurate approach. Comprehension of a wide range of correspondence and other documents is required to ensure that such information is correctly registered and dealt with. Skill in the use of office equipment including computers, scanners, photocopiers and fax machines is required, together with a satisfactory level of proficiency in word processing, internet, email usage, software applications and data input. The position requires a good working knowledge of the structure and functions of the whole organisation. Position Description – Records Management Officer Page 2 MOSPLAN – MANAGEMENT PLAN MOSPLAN, Mosman Council’s Management Plan, sets the direction of Council so that the community needs and expectations are met in a planned, co-coordinated and cost-effective manner. The MOSPLAN Programs within the scope of this position are: Program 1, Democratic Local Government Program 2, Resource and Asset Management The key focus is on Sub-Programs: 01.03 - Governance 01.04 - Communication 02.06 - Corporate Information Management This position will interact across the whole organisation and will combine knowledge of departmental responsibilities with the needs of clients and customers and with the structure of MOSPLAN Programs. OHS Responsibilities, Performance Measures and Authority of Employees Responsibilities Performance Measures Authority Ensure all work is performed in Conformance to OHS policy Cease work in the event of accordance with requirements of and procedures unsafe practice and report to the Occupational Health and your Manager / Supervisor Knowledge of, and use of Safety policy, procedure and immediately SWMS and Standard operating legislation procedures Take reasonable care for their Use of SWMS and standard To fix any problems / hazards own Occupational Health and operating procedures within your scope of Safety as well as that of others responsibility Have an understanding of the Training records To immediately report any Occupational Health and Safety problem / hazards outside of requirements associated with your scope of responsibility to their employment your Manager or Supervisor for immediate action. Report all identified hazards, Hazard identification reports accidents/incidents and near Workplace inspection reports misses to their manager/supervisor Use and maintain all safety PPE maintenance records equipment and personal Knowledge and use of protective equipment (PPE) in Standard operating procedures accordance with relevant standards. Work in accordance with relevant Training records. competency standards Supervisor site inspection records Position Description – Records Management Officer Page 3 KEY FUNCTIONS AND RESPONSIBILITIES Contributing as a key team member: 1. Attend to the opening, scanning and registration of incoming mail into Council's electronic information management system (DataWorks). 2. Service applications from the public for access to Council's files under Council’s open file policy and provide assistance to applicants searching for information and service requests from staff for files and information 3. Ensure information provided to customers is accurate and ensure that all relevant information is provided. 4. Answer telephone calls to the call centre by greeting the caller in a pleasant and efficient manner and assisting them with their enquiries or directing them to the most appropriate point of contact 5. Project and promote an image of Council as friendly, efficient and courteous. 6. Develop and implement improvements in service delivery. 7. Assist with physical file audits as required. 8. Receipt and record incoming faxes according to established procedures. 9. Deliver and collect internal mail/files. 10. Prepare outward mail for bulk postage and keep appropriate records of same. 11. Provide general clerical assistance and support to departments including data input and word processing tasks. 12. Contribute to keeping the Records Team’s work places neat and tidy. 13. Ensure all work is carried out in accordance with legislative, industrial and Council policy requirements and standards in the areas of Equal Employment Opportunity and Occupational Health & Safety. OTHER DUTIES 14. Other duties may be allocated by the Manager or Supervisor. These will be in accordance with the employee’s range of skills, competence, training and /or experience. Position Description – Records Management Officer Page 4 SELECTION CRITERIA ESSENTIAL Demonstrated commitment to quality customer service An understanding of or previous experience in records and document management. Courtesy, friendliness and good presentation in a public contact environment. Good numeracy and literacy skills, methodical thinking and attention to detail. Excellent interpersonal and communication skills, including conflict resolution and negotiation. Good keyboard skills and a demonstrated commitment to learn and further develop computer proficiency. Ability to comprehend a wide variety of documents and fast and accurate data input skills. Ability to follow established procedures and contribute to continuous improvement strategies. Demonstrated commitment to team work and the capacity to cope with a heavy workload. Knowledge of and understanding of Internet use and access. Proven ability to show initiative, follow up and solve problems. Knowledge of clerical and office administration tasks including filing and file handling Ability to record and maintain accurate information within the Corporate Information Management System in accordance with organisational procedures and protocols. Understanding of OHS issues in the workplace and EEO principles. DESIRABLE Records and Information Management qualifications. Experience with DataWorks or other electronic document management systems. Experience working in a call centre / switchboard environment. Experience or knowledge of mail room activities/procedures. Experience or knowledge of records archival and disposal systems. Understanding of Local Government.
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