Records Support Officer

Overview

Location: Melbourne - CBD and Inner Metro suburbs

Reference: VG/DE/PES/1889136

The Records Officer - Collection Management Team contributes to the delivery of the School Records Reform Program and the PROV School Records Transfer Program.

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 Assurance, Knowledge and Executive Services Division (the division). 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 and ministers and manages all Cabinet and Parliament processes. There are 3 branches within the division:

- Assurance Branch
- Knowledge, Privacy and Records Branch
- Executive and Ministerial Services Branch.

The Knowledge Privacy and Records Branch within the Assurance, Knowledge and Executive Services Division 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.

About the Role

This is a fixed-term position for six (6) months, commencing from the employee's official start date.

Do you have a high attention to detail, excellent organisational skills and enjoy working both independently and in a small, dedicated team? Do you want to make a lasting contribution to the preservation of the state's historical education records?

The Records Officer – Collection Management Team contributes to the delivery of the School Records Reform Program and the PROV School Records Transfer Program.

This role is responsible for:

- supporting the scoping, planning and delivery of a program of work to implement a lifecycle management for records stored at off-site storage
- appraising, cataloguing and sentencing hardcopy and digital long term/short term retention records stored at off-site storage and in the department's EDRMS and classify these applying the appropriate RDA and retention class
- supporting the search, discovery and compiling of records stored at off-site storage in relation to students and school requests
- supporting the department's 3-year partnership with the Public Record Office Victoria (PROV) to transfer permanent school records to State Archives
- supporting a range of operational and project delivery records management activities
- supporting the delivery and continuous improvement of the department's School Records Reform Program and collection management activities

Teamwork

- collaborative team member with excellent communication skills and a “can do” attitude.
- ability and willingness to easily adapt to changing priorities in a fast-paced project-based environment.
- ability to demonstrate respect and accountability in a diverse team environment.

Attributes and Required Capabilities

- strong knowledge and understanding of the Public Records Act 1973, PROV RDAs, Standards or the capacity to quickly gain this knowledge.
- excellent organizational skills and attention to detail.
- strong interpersonal skills with the ability to communicate effectively across different levels of the organization.
- ability to work independently and collaboratively within a team environment.
- integrity and discretion in handling sensitive information.

Please note this role involves manual handling, including lifting boxes and manoeuvring trolleys to move and retrieve boxes of records from temporary storage locations to a designated processing location.

This position requires full-time on-site presence, based at 2 Treasury Place, East Melbourne

Desirable Qualifications and Experience

Essential:

- This role requires records management experience in appraising, cataloguing and sentencing hardcopy and digital records in a government department or agency.

Desirable:

- Relevant qualification in records management or commensurate professional experience

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 and our Diversity and Inclusion page

Applicants requiring adjustments can contact the nominated contact person.

Information about the Department of Education's operations and employment conditions can be located at www.education.vic.gov.au .

For further information pertaining to the role, please contact Isabella Caruso, Team Leader, Collection Management at Isabella.caruso@education.vic.gov.au

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 22 October 2025.

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