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Project Officer, Document Digitisation

2 weeks ago

Altona, Australia City of Hobsons Bay Full time $75,511 - $88,724 per year
  • Altona location, close to public transport
  • Fixed term, full time role until 31 July 2026
  • Salary: Band 5 - $75,511 to $87,624 (pro rata) + super + monthly RDO
  • Lead the document management project within Council

The opportunity

In this role, you'll take charge of delivering Hobsons Bay City Council's Document Management Enhancement Project, including setting up and managing formal arrangements with a specialist records management service. You'll coordinate workflows, manage timelines, and work hand-in-hand with staff and stakeholders to ensure all records are digitised to exacting standards, accurately named, and uploaded to Greenlight on schedule. This is a hands-on project role where your organisation and problem-solving skills will be key to project success.

What you'll do

  • Plan and execute the digitisation project, managing timelines, budgets, and reporting milestones
  • Coordinate with internal teams and external vendors (including Grace) to ensure smooth operations
  • Oversee scanning and digitisation processes, maintaining technical quality standards
  • Develop and implement project plans, agreements, and workflows
  • Review weekly progress with vendors and resolve issues proactively
  • Prepare box lists and place orders to meet digitisation specifications
  • Receive, check, and process digitised images, applying naming conventions and quality controls
  • Upload images to Greenlight and determine public accessibility
  • Complete outstanding uploads from previous scanning projects
  • Ensure compliance with document management policies and legal standards
  • Manage secure storage and retrieval of digital records

What you'll need:

  • Bachelor's degree in Information Management, Business, Project Management, or a related field (preferred)
  • Demonstrated experience managing vendors and working across teams
  • Strong skills in document management systems, digital transformation, and SharePoint
  • Ability to build effective relationships with staff, customers, and service providers
  • Proven time management, prioritisation, and goal-setting capabilities
  • Clear written and verbal communication skills
  • Capacity to work independently and deliver outcomes under pressure
  • High attention to detail and analytical thinking
  • Proficiency in Microsoft Windows and web-based applications

Why you should apply

At Hobsons Bay City Council, we're committed to creating a workplace that reflects our community and values. You'll be part of a forward-thinking organisation that supports innovation, collaboration, and professional growth, and which aspires to be the exemplar of Local Government.

To be considered for this role applications should include

  • A cover letter which should outline your interest in the role
  • A current CV which includes key achievements & relevant qualifications

To find out more about the role, please contact Michelle Cardamone, Acting Coordinator Governance on

Applications will be accepted until 11:30pm on 7 September 2025.

Pre-Employment Requirements

Progressed candidates will be required to complete a National Police Check.

Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa with full unrestricted working rights. Work eligibility will be checked as part of the recruitment process.

Make an impact that matters

At Hobsons Bay we work as one to achieve exceptional outcomes for our community.

Hobsons Bay Council is shaping precincts, building community infrastructure, delivering positive environmental, social and economic outcomes through programs and policies, and providing over 120 services to strengthen our diverse community.

If you're ready to rise to the challenge of making a real difference, join us to help create a community and city that is inclusive, empowered, sustainable and visionary.

What can we offer

Council offers hybrid working with newly renovated office facilities in the Civic Centre.

We support ongoing professional development, as your career matters to us

We are a proud inclusive employer. We encourage people from all walks of life to apply for our job opportunities. Our commitment is to provide diverse, safe and inclusive environments where everyone can grow and succeed.