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Records Adviser

12 month fixed-term or secondment opportunity

The Parliamentary Counsel Office (PCO) provides legislative drafting services to the Government and publishes official legislation online and in hard copy. The PCO is committed to contributing to Great Law for New Zealand.

The PCO wishes to appoint a person with the right skills and experience to help to look after the PCO’s records.

This is a full-time sole charge role and you will ensure that our record keeping policies and systems continue to follow best practice and will train PCO staff in records and information management procedures. Much of the day-to-day work is focused on creating, processing and maintaining files and folders, both physical and electronic.

The ideal applicant will have:

  • previous experience in a recordkeeping role, and management of paper and electronic records management systems, ideally in a legal or service organisation
  • an appropriate qualification in records management or equivalent experience
  • a good working knowledge of the Public Records Act 2005, familiarity with Archives NZ Standards, and other record keeping and information management principles
  • an understanding of the legislative process and its role in government is preferred
  • excellent computer skills, and written and oral communication skills
  • strong customer service and interpersonal skills.

For more information please see the job description and person specification below.

Applications close: Wednesday 2 June 2021

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JOB DESCRIPTION

Workplace

Parliamentary Counsel Office
Reserve Bank Building
No 2 The Terrace
Wellington 6012

Reports to

Director Corporate Services

Liaises with

All PCO staff
Information Systems staff
Archives New Zealand
Contracted offsite records storage provider
Other government agencies
Reserve Bank security staff
Records staff in other agencies

Primary purpose

The primary purpose of the position is to promote and enhance good record keeping practices and to ensure that PCO meets its obligations under the Public Records Act 2005 by actively maintaining, developing, and promoting good record keeping processes.

Key accountabilities

The Records Adviser is accountable for:

  1. ensuring PCO compliance with the Public Records Act and Standards
  2. delivering records policy, procedures, and guidelines 
  3. making recommendations to the Director Corporate Services for enhancements and updates to policy, procedures, or guidelines when appropriate 
  4. providing advice and assistance to staff on record keeping practices and filing procedures 
  5. creating and maintaining files and folders, both physical and electronic
  6. compiling administrative and legislative drafting records lists in the mandatory Archives NZ records listing format
  7. inducting new staff on records policy and procedures 
  8. locating files that have not been handed in for processing by following up with staff
  9. ensuring that physical and electronic folder names match  by monitoring the Content Management System (CMS) structure against the Administration Filing Structure document 
  10. carrying out file location audits from time to time to ensure physical files are where they should be
  11. filing of loose papers 
  12. ensuring external requests for access to PCO files are dealt with  in a timely manner
  13. ensuring appropriate storage of onsite and offsite records using a tracking system so that they can be quickly and easily retrieved 
  14. maintaining the file classification structure
  15. managing the PRA audit process 
  16. updating the administration filing structure document (AFS)
  17. ensuring that any enhancements or update to the document management system is consistent with archival standards 
  18. ensuring a disaster recovery plan is in place for physical records
  19. developing a PCO Retention and Disposal Authority as well as implementing Archives NZ retention and disposal authorities and schedules, for
    • the transfer of records to Archives New Zealand
    • transfer of short term records to offsite storage
    • the legal destruction of files under the Schedule and relevant GDA
  20. creating and maintaining relationships with Archives NZ and the wider information management community to keep informed  about developments in record-keeping and of legislative changes, and where they might impact on the PCO’s information management practices
  21. recommending information management initiatives to the Director Corporate Services
  22. working with the Director Corporate Services to ensure in the absence of the Records Adviser the retrieval of files and the provision of files to staff can continue
  23. any other associated duties as required by the Director Corporate Services.

PERSON SPECIFICATION

Qualifications

A tertiary qualification in records management or Certificate in Records Management is desirable. (The incumbent is expected to have membership of a professional association and participate in professional development opportunities.)

Experience

1. The ideal applicant will have records experience, ideally in a legal or service organisation.

2. Experience in the implementation and management of paper and electronic records management systems is essential.

Skills

The ideal applicant will have:

3. a good working knowledge of the Public Records Act 2005, other record keeping legislation, and information management principles

4. an understanding of the legislative process and its role in government

5. the ability to marry business drivers/process with recordkeeping obligations

6. the ability to see recordkeeping as a service to the organisation

7. excellent organisational skills

8. excellent computer skills, as well as excellent written and oral communications skills

9. strong interpersonal skills, including facilitation, problem-solving, and negotiation, with both individuals and groups

10. strong customer service skills so that business relationships are sound, as well as the ability to lead, influence and motivate others, and to exercise sound judgement and initiative

11. the ability to plan, prioritise and know when to escalate an issue

12. flexibility and the ability to work in a changing environment maintaining integrity and sound judgement in matters of confidentiality.

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