Records & Information Transformation Officer (V26/10060)

Blue Mountains City Council -
Katoomba NSW

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Job Details

6 days ago

Qualifications

Certificate IV
Records management
Content management
Document management systems
Business process improvement
Office experience

Full Job Description

Officer

Position Number: T00725

Directorate: Governance & People Services

Service: Governance Risk & Audit Service

Location: HQ

Date
Created/Updated

June 2026

RBF Band Band 8

POSITION PURPOSE/OBJECTIVE

This role delivers programs to ensure the effective development, implementation and
transformation of Council’s records management systems. This role is crucial in the
Council’s transitioning from the current records management system (Content Manager)
and other disperate systems to the OneCouncil system (Technology One).

The role will provide project management in the technical areas of information, data,
records and archives management programs, and process development in order to meet
regulatory and best practice requirements.

The Records Transformation Officer works within a broad framework of prescribed
statutory and public sector legislation, policy, and guidelines including but not limited to the
State Records Act, relevant disposal authorities, and National Archives of Australia policies
and procedures. The role works across all services and in collaboration with the
OneCouncil project team across the scope for records management, retention and
disposal, decommissioning and migration of records and data between historical and new
systems.

The role operates across records management in all formats and will provide expertise in
paperbased, electronic and systems-based data requirements. The role will be active in
the implementation of a new records, information and data system, a council-wide
technology solution, and related projects and programs.

RELATIONSHIPS

Reports to: (Position Title) Program Leader Information and Records
Management

Report to: (Position Number) P00130

Staff Responsibility: Nil

Key Internal Relationships: Service Managers, Directors and CEO
Council employees

OneCouncil project team and associated
technology representatives

Key External Relationships: Government agencies and service providers for
example, Office of Local Government, State
Archives and Records Authority of New South
Wales, Government Records Repository (GRR),
Museums of History NSW, Records Management
services, Information NSW, Technology One,and
National Archives of Australia.
Customers/residents.

KEY RESPONSIBILITIES

1. To contribute to help Council deliver its sustainability goals.
2. To actively implement, support and advise in the development, implemetion and

maintenance of Council’s Electronic Document Management System (EDMS)
configuration and other functionality to meet organisational business requirements.
Including implemention of records management in the existing systems, as well as,
recommend and support the implementation of new systems for records
compliance.

3. To ensure compliant record management practices such as security, access,
physical location and classifications, across all records types/formats, and to
prepare reports, including in the development and configuration of new systems.

4. To prepare and authorise disposal of records identified for destruction under the
functional and general retention and disposal authorities. Including to make
assessments for system decommisision and data migration.

5. To prepare, deliver and support the development of of policy and procedures and
training programs for organisational information and staff effective records
management practices. .

6. To undertake and participate in Quality Assurance programs of records including
workflows, data cleansing, migration and identification of trends and training needs.

7. To notify Senior Responsible Officer/ Manager of serious or ongoing breaches of non-
compliance with Records management standards, policies, practices and procedures
and/or to communicate risks to the organisation or services.

8. To undertake other duties as required, including administration, correspondence,
reporting, responding to a wide range of internal and external enquiries, special project
facilitation or involvement, or preparing and/or presenting training.

9. To support delivery of the day to day operational service outcomes as required,
including customer service, administration, reporting, correspondence, tasks, and
projects to ensure service outcomes.

Guiding Principles

We act as one organisation responding to the changing needs of our LGA and

community

We are strategy led, driven by our Community Strategic Plan with clear priorities and

focus

We are service focused, we continuously improve service provision and provide

excellent customer service

We collaborate and work together to achieve our outcomes

We ensure safety and well-being is at the centre of our organisation, operations and

culture

We are a financially sustainable organisation, living within our means, ensuring best

value resource allocation

These Guidelines complement the Council’s adopted Values of: Work Together; Work
Safe Home safe; Service Excellence; Value for Money; Trust and Respect; and,
Supporting Community.

Workplace Health & Safety

Ensure compliance with WHS obligations and responsibilities as outlined in Councils
policies and procedures and under the relevant WHS legislation. These include but are
not limited to: identifying potentially unsafe situations or work practices and notifying your
Supervisor or Manager (or the Health, Safety Manager/Area Safety Representative);
never performing a task that you believe is dangerous or for which you do not have the
experience, or have not received appropriate instructions and training or where the correct
equipment to carry out the task safely is not available; always work in a safe manner and
in accordance with safety instructions, where applicable; use the work equipment supplied
for the job, in accordance with the manufacturer's instructions), and any personal
protective equipment, which the Council deems necessary and has provided; be safety
aware and report any actions to your line manager which will assist the Council to meet
its legal workplace health and safety obligations.

Ensure compliance with role specific requirements for manual handling, machinery use,
and for handling of suspicious mail or packages potentially containing hazardous
substances or dangerous goods in postal items.

You have the right to cease or direct cessation of unsafe work. In addition you are required
at all times to comply with Councils Asbestos Management Plan and Policy.

COMMUNICATION

This position communicates with team members and other Council staff, contractors,
government departments (such as State Records NSW), as well as coordinating with
external service providers. lt requires excellent customer service, and the ability to
respond in a timely and professional manner, and provide advice, recommendations
and/or training to all levels of the organisation. The jobholder will communicate with team
members to ensure cooperation and efficiency for work production or service quality. The
jobholder will understand the customers’ priorities and meet them in accordance with
Council customer service standards. The jobholder will ensure strict confidentiality
requirements are maintained in the handling of sensitive information.

JUDGEMENT & PROBLEM SOLVING

The position is required to exercise decision making skills through interpretation and
application of the relevant statutes and policy affecting the Council’s information
management obligations including but not limited to the State Records Act and the Privacy
and Personal Information Protection Act. The position must use judgement and problem
solving to interpret, analyse, secure and manage incoming information for referral to the

appropriate Council service for action in accordance with confidentiality and privacy
requirements.

This position requires a high level of technology competence relating to record
management, archiving, conservation, electronic and paperbased information/records
management, storage, and distriubution methods.

The position must use judgement and problem-solving to analyse, assess and make
decisions regarding the configuration and use of the Council’s Electronic Document
Manage System (EDMS) including, the retrieval, secure storage and destruction of
Council’s records in accordance with statutory and policy requirements.

The position must use judgement and problem-solving to analyse, assess and make
decisions regarding record classifications, access, security, retention and disposal in
accordance with various legistive, policy and statutory requirements across current
and historical information and data systems.

The jobholder will identify and escalate organisational and/or operational risks and share
information as needed requiring a proficient knowledge of Council structure and function.

AUTHORITY

The work of the jobholder influences the council within a specified service line through the
application of technical skill and/or application of regulatory requirements. Policy and
procedures are readily available, but the jobholder is required to choose the appropriate
processes and apply legislation, statutory guidelines, and General Retention and Disposal
Authority requirements. The jobholder must use judgement and has authority to make
decisions required to manage the lifecycle of Council records across all systems and
formats which may include determining record classifications, access, security,
retention and disposal. The jobholder provides compliance oversight functions to ensure
proper record management practices for accountable, accessible and accurate
information management. The role and decision making is overseen by the Program
Leader Information & Records Management.

SKILL, EXPERIENCE, QUALIFICATIONS & BEHAVIOURAL COMPETENCIES

ESSENTIAL

1. Jobs at this level require a wide education, including technical proficiency in a
specialised area, hold a relevant tertiary qualification (e.g. Cert IV in Records
Management), and ideally 3-5 yrs business experience in records management, library
or other information management professions.

2. Demonstrated knowledge of records management systems and requirements
in accordance with the State Records Act, including retrieval, secure storage
and destruction of Council’s records.

3. Demonstrated experience in project management, including the ability to manage a
number of overlapping and complex tasks.

4. Demonstrated high-level computer literacy, attention to detail and accuracy in
administration, and use of office equipment.

5. Knowledge of Workplace Health and Safety principles, including role specific
requirements for manual handling, and for handling of suspicious mail or packagaes
potentially comtaining hazardous substances or dangerous goods in postal items, the

Privacy and Personal Information Protection Act, confidentiality, and Equal
Employment Opportunity principles.

6. Demonstrated ability to perform in a collaborative team environment, proactively
adapt to new technological tools and digital workflows.

DESIRABLE

1. Experience in providing records management expertise in Technology One
and/or Content Management records management systems.

2. Demonstrated experience in the development and/or delivery of staff training for
Electronic Document Management Systems (EDMS) and record management
requirements.

3. Familiarity with change management and business process improvement
methodologies.

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