Records And Contract Management Officer

Job Details
EMPLOYMENT TYPE - Ongoing Full time
LOCATION - ACT
AFP BAND & SALARY - Band 06, $102,927.00 - $113,563.00
JOB REFERENCE NUMBER - 12725
This advertisement is to fill current vacancies and create a merit pool for future ongoing or non-ongoing vacancies arising over the next 12 months.
Did you know?
The mission of the Australian Federal Police is to provide dynamic and effective law enforcement to the people of Australia. It provides policing throughout Australia in relation to the prevention and detection of crimes against the Commonwealth, its laws and integrity, and community police services to the Community of the ACT.
Working for the AFP provides you with a diverse and rewarding career. Whether you immerse yourself in a position on the frontline, or provide critical operational or professional support, the work you do makes a big impact on the people of Australia.
We recognise your contribution to our workforce and offer generous remuneration and conditions including:

• Six weeks (30 days) of paid annual leave per year + additional paid Christmas stand down
• 4 extra mandatory leave rest days per year
• 18 days of paid personal leave per year
• Generous superannuation of 15.4%
• 16 weeks of paid maternity leave (after 12 months of service) + an additional 36 weeks of maternity leave without pay
• Generous salaries and incremental salary progression governed by the
• Flexible and hybrid working arrangement that provides work/life balance
• Health & wellbeing services - with a focus on early intervention, education and prevention
• Access to ongoing training and professional development opportunities

What is the role?
Applications are sought from suitably qualified applicants who are motivated, skilled, and client-focussed professional to support the Team Leader of the Records Management Unit (RMU) at the Band 6 level.
The structure of the RMU consists of two AFP personnel (i.e. Team Leader and Band 6) and a team of records management contractors, many of whom are based locally in Canberra, with the remainder based in each of the regional commands.
This role has a focus on Contract Management including payment of monthly invoices and drafting contract variations and associated procurement activities. Quality assuring records put forward for destruction is also a part of the job. The position requires the ability to manage workloads and priorities across a dynamic environment. The ideal candidate will be one that is flexible and adaptable in their approach to deliver the multiple outcomes associated with the role. We value creativity and innovation and welcome suggestions for improvement to work practices.
There are a number of projects within the RMU space occurring over the next 6-12 months, including involvement in the implementation of the AFP's first digital records management system (DRMS) by AFP's Information Management Team and the release of a Records Management Services tender. There are over a million physical records registered in the current system, approximately 800,000 of which are at stored at Hume.
As a Team Member in the AFP you will also be required to contribute to the achievement of outcomes in accordance with the regulatory framework, the AFP Code of Conduct and the AFP Governance Instruments. It is expected that the successful applicant will deliver on the core responsibilities and meet any requirements of the position as outlined below.
What will you do?
The RMU Team Member will demonstrate capability in line with the AFP's Band 6 Work Level Standards across the following requirements and responsibilities:
Contract management including:

• Payment of monthly invoices and monitoring contract budgets
• Drafting contract variations and preparing associated documentation
• Monthly accrual journals and other financial tasks
• Managing the day-to-day contractors e.g. up-to-date iAspire course completions, security clearances, finger printing, COVID vaccinations status, on-boarding and off-boarding when required
• Complete weekly, monthly and biannual reporting requirements
• Development of standard operating procedures, check lists, forms, and templates to ensure RMU remains contemporary
• Monitoring team inbox enquiries and responding where able to or collaborating with TL when providing advice
• Understanding of the importance of Records and information management
• Assist and/or take the lead in a number of team projects to support AFP business
• Have high level communication skills and ability to foster and maintain relationships with various stakeholders
• Performing a range of office management activities

Essential Requirements

• You must be an Australian Citizen at the time of application.
• A Negative Vetting 1 (Secret) security clearance or the ability to obtain one.
• Has contemporary knowledge and experience relevant to the role.
• Demonstrated ability with a high level of accuracy, in proof reading documents and analysing/reconciling monthly invoices & contract costings
• Ability to manage competing priorities and sometimes multiple tasks simultaneously
• Exceptional customer service/people skills

Desirable Requirements

• Knowledge of the Archive Act and general records management principles
• Financial aptitude due to administration of contract payments
• Contract management experience
• demonstrated ability and proficiency in Microsoft Suite applications, particularly excel as it is used quite extensively in day-to-day work

Additional Information
The role is located in Canberra, ACT. If the successful applicant is not in Canberra, they must be willing to relocate to Canberra. This role is not suited to remote working and a remote working arrangement will therefore not be considered on this occasion.
Selection Criteria

• Achieve results
• Communicates with influence
• Contributes to strategic thinking
• Cultivates productive working relationships
• Shows personal drive and integrity

Application
Please submit the following documents via our Jobs portal prior to the closing date and time:

• Resume/CV - This will form the basis for determining your suitability against the position requirements and give the panel a clear outline of your current knowledge and qualifications along with previous experiences. Please include your work history, responsibilities and achievements.
• Applicant

(maximum two pages). Ensure your pitch tells us why you are the best fit for the role, with examples that demonstrate your capabilities addressing the selection criteria, role requirements and for the role.
Only complete applications will be considered. Please review and ensure the uploaded documents are correct for this application after submitting your application.
Employment Suitability
Should you successfully progress from the application stage all applicants must:

• Complete an

and provide a traffic history check and proof of Australian citizenship. This aids in the assessment of your character and your ability to comply with the AFP's professional standards both in an official and private capacity. Please review our to ensure that you meet our requirements before you submit your application. Applicants will not receive feedback if they are unsuccessful at this gateway. * Have your fingerprints taken if an offer of employment is made.

• Undertake mandatory drug testing for illicit drugs. This sample could include; urine, saliva or hair.
• Proof of a minimum of two COVID-19 vaccinations (or one dose if the Janssen vaccine was used) will be required if an offer of employment is made.
• Satisfactorily undertake a security clearance to the level specified for the position.

Recruitment Process
Applicants who have demonstrated their suitability for employment through their resume and application, may be invited to a formal interview. Using the relevant as a guide, you may be asked a range of questions to demonstrate your skills and abilities. These could include behavioural based scenario questions. Read our to find out how to prepare for you interview.
Commitment to Diversity & Inclusion
Diversity and inclusion is an operational priority for the Australian Federal Police (AFP). To be an effective police force, we must be reflective of the community we serve, working across languages, cultures and transnational borders. The 2023-26 Diversity & Inclusion Strategy is the guiding framework for delivering the AFP's diversity and inclusion goals and reflecting our commitment to being an employer of choice, incorporating diversity and inclusion principles in day-to-day practice and building a psychologically and culturally safe workplace. This includes hiring people from diverse backgrounds who bring their lived experience to contribute, and add value, to the AFP. Find out more about how the AFP embraces .
Contacts and Closing Information
Contact Officer - Cathy Groves,
Contact Officer Phone: 0251264219, ​
Contact Officer Email: catherine.groves@afp.gov.au
Applications Close: 11:59pm (AEDT) 07/03/2024
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