Records And Contract Management Officer

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 AFP Enterprise Agreement
• 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

The key duties of the position include
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