Sharepoint Collaboration Consultant

About the Role

This is a Fixed Term position until February 2026 based in Ringwood

This role is within the Records Management Branch, working closely with Enterprise Technology and managed service providers, and supports the delivery of key SharePoint records management projects and initiatives across the department.

The Collaboration Consultant will play a pivotal role in shaping DTP’s digital collaboration landscape, through establishing SharePoint governance policies, supporting our Records Uplift project and providing expert advice on best practices for managing records and information in our SharePoint environment and using M365 tools.

You will utilise your understanding of the Victorian records management legislative landscape, coupled with your specialist technical knowledge and future focus to uplift our records management and reduce risk.

Your insights and strategic guidance will be instrumental in mitigating information sprawl, enhancing data security, and improving overall collaboration efficiency.

To access the Position Description, please click here.

Position outcomes / Accountabilities

Builds strong governance.

• Collaborates with cross functional teams to develop and uplift SharePoint & Microsoft Teams to deliver a manage-in-place records management approach.
• Partners with the business, coordinating business stakeholders to build, embed and maintain strong SharePoint governance foundations, including the development of policies and procedures required to ensure effective management of content, permissions, and information architecture.

• Best practice.
  • Engages with business and technical support teams to consult, gather requirements, contribute to the design, development, testing and implementation and improvement of collaboration platforms that enable manage- in-place records management.
  • Provides guidance on SharePoint best practices, including site structure, metadata management, and content lifecycle management.
  • Works closely with internal stakeholders and managed service providers to support the implementation of policies, roles and configurations required to support managing-records-in-place.
• Specialist knowledge.
  • Takes a leading future focused records and knowledge management role in implementing and further developing collaboration technologies and supporting a manage-in-place records management strategy.
  • Plays a leading advisory role in records management requirements for data migrations.
  • Conducts thorough assessments of our current SharePoint environment to identify areas for improvement and optimization.
• Engages and provides advice. 
  • Supports and advises on training and change management activities associated with the implementation and ongoing adoption of Records Management collaborative technology.
  • Builds and maintains strong relationships with key stakeholders to secure their buy in.
  • Prepares complex reports, advice and business plans.

• Practices cultural safety by creating environments, relationships, and systems free from racism and discrimination so that people can feel safe, valued, and able to participate.

Key selection criteria

To be successful in the role the ideal candidate will be adept at influence and persuasion, developing long-term plans to engage stakeholders and implementing complex strategies to achieve desired outcomes. They will demonstrate digital and technological literacy, guiding others in the use of relevant tools and understanding their impact on operations. Future-focused and forward-thinking, they will actively seek new technologies to enhance processes and ensure organizational readiness. Additionally, they will excel in critical thinking and problem-solving, considering broad topics and collaborating across various levels to deliver sustainable solutions.

PERSONAL ATTRIBUTES

On a personal level, the candidate will need to demonstrate resilience by fostering an environment of openness and constructive debate. They must provide clear explanations and rationale for agreed-upon decisions, encouraging persistence in the face of challenges. Additionally, flexibility and adaptability are crucial; the candidate should comfortably adjust to shifting priorities and collaborate effectively with teams beyond their immediate organization. Lastly, the ability to work collaboratively is essential, including building supportive team environments, sharing information across teams to address issues, and providing support during difficult circumstances. These attributes collectively ensure effective performance as a SharePoint Collaboration Consultant.

Qualification and Experience

Mandatory

• Extensive experience with information and records management systems and tools, including SharePoint and M365, in a large government or corporate organisation
• Strong understanding of the Victorian Legislative framework for records management.

Desirable 

• Experience with RecordPoint/Records365
• Experience with Content Manager
• Project management experience.

What we offer

• Meaningful work making Victorian communities more accessible and liveable
• Professional growth and development opportunities across the department and the wider Victorian Public Services
• A hybrid working model focused on collaboration and teamwork
• Optimal work-life balance initiatives including flexible working arrangements
• We prioritise the development of a safe and inclusive culture.

Cultural Values

We are an equal opportunity employer, embracing a diverse range of applicants such as veterans, and people who identify as Aboriginal and/or Torres Strait Islander, LGBTQIA community members, individuals with disabilities and/or health conditions, as well as those from varied faith and cultural backgrounds. At our department, we prioritize the development of a safe, inclusive, and high-performance culture through shared actions and behaviours that align with our strategy and direction. This empowers our employees to effectively contribute to our goals.

How to Apply

DTP Employees or DTP Affiliates with VicGov People Login

To apply, click here to log in and start the application process.

Non-DTP Employees (Including VPS outside of DTP)

Create an account by clicking the ‘Apply’ button and follow the prompts. For help, click here for Quick Reference Guide.

Applications close at 11:59 PM on Friday, 28th of June 2024.

Please include a resume and cover letter. All applications must be submitted through the online portal. We’re unable to consider email or manual applications.

For more information, contact Molly M. Ap-Thomas - Director, Records Management to ***************@transport.vic.gov.au. Preferred applicants will need to complete a police check and other pre-employment checks. Your information will be treated confidentially.

If you require additional adjustments across the recruitment process or accessible formats of this ad, please contact us by phone or email.