VMIA is seeking a Data & Records Management Officer to support records, information and data governance across the organisation. Reporting to the Chief Information Security Officer, the role focuses on records management, data lifecycle management, compliance, system administration (including SharePoint and EDRMS), process improvement, and the adoption of modern technologies such as automation and AI-enabled tools.
Victorian Managed Insurance Authority (VMIA)
Work Type: Full Time, Ongoing
Join VMIA as a Data & Records Management Officer and help strengthen how information is managed, protected and used across the organisation. Working within the Information Security & Governance team, you will support records, information and data management practices, drive process improvements, and help embed modern, compliant and data-driven ways of working.
Salary package up to $126,000 (inclusive of superannuation).
Hybrid working arrangements, with the majority of the week spent in our collaborative office environment.
VMIA's purpose is to build a confident and resilient Victoria through world-leading harm prevention and recovery. As the Victorian Government's insurer and risk adviser, we protect the people, places and projects that help Victorians thrive.
Reporting to the Chief Information Security Officer, you will support the ongoing development of VMIA's records, information and data management capability. The role combines day-to-day service delivery with continuous improvement initiatives, helping transition the organisation toward more integrated, automated and data-driven information management practices.
You will work closely with business users, system owners and governance stakeholders to improve information management outcomes, strengthen compliance, and support the responsible adoption of technology, automation and emerging tools.
Provide guidance on records, information and data management practices, compliance obligations and governance requirements.
Promote compliance with relevant legislation and standards, including the Public Records Act 1973 (Vic), Privacy and Data Protection Act 2014 (Vic), PROV standards and OVIC requirements.
Support records and data lifecycle activities including classification, metadata management, storage, access, retention, disposal and archiving.
Assist in administering records and information management systems, including SharePoint, EDRMS platforms and archival records.
Maintain accurate records and metadata to support integrity, discoverability and lawful management of information assets.
Support data governance and lifecycle management controls.
Apply information classification, security, retention and disposal requirements.
Use reporting and analytics to identify risks, data quality issues and improvement opportunities.
Contribute to process, policy, guidance and tool improvements.
Support the adoption of automation, analytics and AI-enabled technologies.
Assist with audits, reviews, assurance activities and compliance reporting.
Identify and escalate risks, issues and control weaknesses in line with governance frameworks.
Promote accountability, continuous improvement, safety and wellbeing.
You will work closely with the Data & Records Governance Lead and collaborate across VMIA, including IT, Cyber, Data and business teams. The role also involves partnering with data owners, system owners and external service providers to support effective information management practices.
You will bring:
Experience supporting records, information and data management in a regulated environment.
Knowledge of records management, information governance and data lifecycle management practices.
Strong customer service and stakeholder engagement skills.
Experience improving processes, reducing manual effort and strengthening compliance outcomes.
Strong communication skills with the ability to explain complex concepts clearly.
A proactive, collaborative and continuous improvement mindset.
Strong digital literacy and confidence using modern technologies.
Analytical skills and the ability to support data-driven decision-making.
Relevant qualifications, certifications or training in Records Management, Information Management, Data Management or a related discipline.
Experience using Microsoft 365, SharePoint, Microsoft Purview, Copilot Studio or similar technologies.
Demonstrated experience using and administering an Electronic Document and Records Management System (EDRMS).
Knowledge of Public Record Office Victoria (PROV) standards and records management frameworks.
Experience working within compliance-focused governance environments.
VMIA is committed to creating an inclusive workplace where diversity drives innovation.
Benefits include:
Hybrid and flexible working arrangements.
Paid parental leave (16 weeks for primary carers, 4 weeks for secondary carers).
Annual learning and development investment of $2,500 plus access to LinkedIn Learning.
Employee wellbeing programs, EAP and ergonomic support.
Volunteer leave, life-stage support and a central office location.
We encourage applications from people of all backgrounds, including Aboriginal and Torres Strait Islander peoples, people with disability, culturally diverse communities and LGBTQIA+ individuals.
Submit your CV and cover letter outlining your suitability for the role and interest in joining VMIA.
For enquiries or accessibility support during the recruitment process, contact:
[email protected]
Salary will be based on the role classification and the successful candidate's skills and experience. In some cases, appointments above the minimum salary point may be considered for candidates with significant relevant experience or specialised capabilities.
Preferred candidates will be required to complete relevant pre-employment checks, which may include:
Right to work verification.
Employment history verification.
Qualification verification.
National Criminal History Check.
Pre-employment misconduct screening.
Financial background checks (for applicable roles).
Employees are expected to spend the majority of their working week in the office. Interstate candidates must be willing to relocate to Victoria.
