V- Data and Information Management Assistant

ABOUT US

The Salvation Army is a Christian movement and one of Australia's largest and most-loved charities. We believe in doing good that transforms lives and futures for the better. It is this belief which drives us to find new ways and places where we can make a difference. From times of personal crisis to moments of national grief, we are always here — providing support, safety, community, and opportunity.

At The Salvation Army (TSA), information governance is an important part of good stewardship and enables us to deliver our mission. The Information Governance function is responsible for enterprise-wide information governance, ensuring that the right information is captured and retained for better operational and compliance outcomes. This helps to promote informed collaboration, remediate risks in legal, regulatory and compliance, as well as improve interaction with government agencies, donors and partners.

A key information governance initiative for the period is the review, consolidation, and improved management of The Salvation Army's PHYSICAL information repositories within its Australian Territory, particularly archive boxes stored currently in a mix of commercial offsite storage and onsite locations. The Data and IM Assistant will be vital in assisting with this important and much-needed initiative to improve governance and reduce costs of storage.

This in person role is ideal for someone who loves order, systems, and quality improvement, as well as supporting a team to achieve improved information governance and data insights. Prior experience in records management / archives, or a desire to enter this field, would enjoy this role.

Key responsibilities

Undertake administrative functions

Work closely with the Project Team to understand the management of archive boxes across the Australian Territory.

Assist with the physical review of archive boxes to determine their contents, apply appropriate information retention rules, prepare box descriptions, and facilitate either disposal or transfer to storage.

Track work tasks, status, and completions in an appropriate manner.

Assisting the Project Team with other tasks on request or as identified as growth and learning opportunities.

Provide quality support services

Maintain professionalism at all times, conducting oneself with integrity and respecting personal privacy and confidentiality.

Work within the boundaries of delegated authority.

Follow process and carry out all tasks with a high degree of attention to detail.

Learn from examples and experiences to ensure improved work effectiveness.

Provide feedback on better ways of working and opportunities for improvement.

Work within policy & procedure

Reflect TSA mission, vision and values at all times following all policies, procedures and guidelines.

Qualifications and skills (desired/required)

Proficient in use of Microsoft Excel, Outlook, and Word.

Excellent verbal and written communication skills.

Strong logical reasoning skills. Must enjoy working with physical and digital information to impose order and alignment with Salvation Army information management standards.

Experience with or willingness to learn records management procedures and concepts.

Willing to engage in the physical aspects of the role - such as moving archive boxes in a safe manner, handling box contents, etc.

Confident technology user and comfortable working with digital tools and willingness to learn new online systems as required.

High level focus on quality and attention to detail.

Personal motivation and the ability to work autonomously and as part of a team.

The ability to work from home in an appropriate home office environment under indirect supervision.

Background check requirements

Background checks play an important part in our commitment to being a safe organisation. Where an applicant has disclosable history, the selection process includes a fair assessment and a risk management approach. Collection of personal information is handled per our privacy and confidentiality policies. Below is what is required for this role:

• As this role involves dealing with confidential information, with some records relating to under-18s, it requires both a Police Check and a Working with Children Check.

Development opportunities with this role

This role will give volunteers an opportunity to continue to develop skills and build experience in administration, use of systems and software, reporting and some volunteer engagement activities. Additionally, there will be access to a range of training opportunities and insight into the work of a large not-for-profit religious organisation with expressions in many different areas of society.

Special Note

It is expected that most or all of the work will be performed onsite at a TSA location within Melbourne - such as at Blackburn or other TSA location as required and agreed.

The Salvation Army is an Equal Opportunity Employer who provides an inclusive work environment and embraces the diverse talent of its people. We value people of all cultures, languages, capacities, sexual orientations, gender identities and/or expressions. We are committed to achieving a diverse workforce and strongly encourage applications from Aboriginal people and Torres Strait Islander people.

The Salvation Army is a child safe organisation and is committed to protecting children and young people from harm. All child related roles will require the successful completion of a Working with Children Check. Additionally, certain volunteer roles may require a Nationally Coordinated Criminal History Check.