Registry and Filing Officer

Government contract available

Your new company 

This Federal Government Department is a vital member of Australia’s national security community and oversees many functions including international relations, scientific research and development, procurement and purchasing and industry development and cooperation. Their mission is to protect Australia’s interests on both a national and international stage.

The directorate of Information Access Unit (IAU) is undertaking an extensive digitisation and storage reduction reform program within the records management space. IAU has embarked on a number of digitisation projects which will convert staff members’ personal, health and psychology records from paper-based documents to electronic source records. IAU has a goal of digitising 20% of all holdings of records by the end of 2024 and furthermore into 2025.

Your new role

Within the Information function a Registry and Filing Officer is accountable under routine direction to perform and achieve straight forward hardcopy, filing and digital registry work within an integrated workforce. 

A Registry and Filing Officer will perform work against established priorities and procedures. They will be responsible for the completion of allocated tasks within required timeframes and procedures which are subject to close monitoring by more senior Defence employees. They may be required to undertake a range of procedural, clerical and administrative support tasks to support their work unit. 

Functions to be performed: 

• File preparation
• Retrieve file from holding location on site
• Remove contents from the file cover
• Remove documents that are dated >Jan 2017 and placed in an allocated area
• Remove pages not belonging to that individual and places in an allocated area
• Place documents in an archive tray to be scanned with the file cover on top for scanning
• Place the contents of the file on the scanner tray
• Scan file as per correct process
• At the completion of the scan, complete a page by page check of the file ensuring page configuration is correct and all pages are accounted for in the digitised record
• Rename the file using the identified naming convention
• Upload using mandated process
• Place contents back in file cover and move allocated holding area

What you'll need to succeed 

• Ability to undertake repetitious tasks, both manual and screen based. i.e.:
• Physically handling paper based files (a large file may contain 1000+ records)
• Removing staples, pins, tape etc from Reference Material prior to scanning
• Physically being able to retrieve files/boxes of files from shelves, place them on trolleys, move them to another location in the repository for actioning, and then returning them to shelves or elsewhere on site for further action
• Physically being able to load boxes of records into and from a van.
• Intensive screen based data input and review. Coupled with repetitive data processing.
• Ability to sit for periods in a desk type situation and work flow between physical files, a computer terminal and a repository / archival area.
• Ability to closely follow a work instruction step by step each and every time.
• Ability to closely follow verbal instructions.

Security Requirements:

A Baseline security clearance or the ability to obtain and maintain is required. Given the contract length, preference will be given to candidates who already hold a Baseline clearance (or have recently held one). 

Applicants must be Australian Citizens to apply.

What you'll get in return 

You will be engaged on an hourly rate contract with an initial contract term going through to the 30th of June 2024. There are 2 x 6 month potential contract extension options

What you need to do now 

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.