Title:
Project Manager, EDRMS
Classification Code:
ASO7
Type of appointment:
Ongoing
Term Temp
Term Up to 5 years
Casual
Position Reference Number:
104746 / Administrative Unit:
Department for Education and Child Development
Office:
Office for Resources, Operations and Assurance
Unit:
Business Services: Records Management
Job Analysis:
·  Originated by: Manager, FOI & RMU
·  Classified by: Corporate HR Services
Version Number: 1
Version Date: November 2013

Job and Person Specification Approval

______/___/___

Delegate

JOB SPECIFICATION

1. Summary of the broad purpose of the job and its responsibilities/duties.

The Project Manager, Electronic Document Records Management System (EDRMS) is accountable to the Manager, FOI & RMU for:

·  Leading the project planning and implementation of an Electronic Document Records Management System (EDRMS) for the implementation of a long term records management strategy.
·  Managing project resources for the Records Management Strategic Framework.
·  Developing change management and communication strategies throughout the development and implementation of the project.
2. Reporting/Working Relationships
Reporting lines are as follows;
(MAS positions must report to
an Executive level position)
(always show one level up and two down – dotted line boxes indicate unspecified multiple numbers)
2. Reporting/Working Relationships (cont)
Key working relationships required to support performance outcomes are;
Internal: Reports directly to the Manager, FOI and RMU, Business Services Directorate and provides leadership and direction to the Records Management Strategy team. Liaises and works closely with a range of other stakeholders internal to the Agency including Executive and Unit Managers across DECD central office.this should list key up-line and down-line interfaces and links to other directorates or key positions within other directorates
External: Liaises and works closely with a range of stakeholders external to the Agency, including State
Records and other public Sector Agency personnel.this should list key external interfaces eg other government agencies, private organisations etc
3. Special Conditions
Travel: Some Intrastate and Interstate travel necessitating in overnight absences may be
Required[or Intrastate and Interstate travel as required (specify frequency)]
Out-of-hours: Some out of hours work may be required
[or extended/out-of-hours work may be required]
Location: State Office, Adelaide
(this is relevant where the location is a factor in performing the job)
Performance targets: The incumbent may be required to achieve performance targets that are negotiated and mutually agreed with the Manager, FOI and RMU
Conditions: The appointee may be subject to a Criminal History check prior to confirmation of appointment [or specific comment as/if required]
4. Statement of Key Responsibilities/Duties
Leading the project planning and implementation of an EDRMS for the implementation of a long term records management strategy by:
·  Implementing user-friendly document and records management, policies, procedures, classification scheme/thesaurus, disposal schedules and related tools that are researched, developed and implemented in line with SA Government and DECD legislative requirements and standards, industry best practice and business objectives.
·  Managing the selection and implementation of an EDRMS solution for DECD central office, based on SA Government and DECD policies, standards and business needs.
·  Identifying project objectives and outcomes as agreed in consultation with the project team, project board members and other key stakeholders prior to commencement of projects.
·  Ensuring projects are prioritised, scheduled and implemented in a manner which supports achievement of the DECD Records Management Strategy. This includes ensuring that comprehensive project management plans identifying project activities, tasks, durations, timelines and resource requirements are developed, monitored and updated throughout the life of the project.
·  Ensuring business risks are identified in a risk management plan, analysed and managed throughout the project lifecycle.
·  Monitoring and reporting on any issues to ensure they are resolved in a timely manner.
·  Assisting with the establishment of a records storage and disposal program for DECD central office.
Managing project resources for the Records Management Strategic Framework by:
·  Monitoring project resources and funding requirements so that they are identified, sourced, managed and reported on throughout the project lifecycle.
·  Providing leadership and management to the project team, including setting goals and directions which are consistent with the DECD Records Management Strategy.
·  Identifying professional development opportunities which encourage ongoing project team development, allowing for the implementation of document, and records management policies, tools and system solutions.
·  Identifying an appropriate resource pool consisting of temporary project and contract staff is available to ensure the effective delivery of high quality projects deliverables.
·  Ensuring project documents, records and other resources are managed in accordance with SA Government and DECD document and records management policies and standards.
·  Applying and promoting the Public Sector principles and practices, employee conduct standards, equal opportunity and Occupational Health Safety and Welfare.
Developing change management and communication strategies by:
·  Implementing effective change management program and support strategies are developed and implemented to assist business units understand the business, cultural and support implications relating to the Strategy, and to ensure staff across the portfolio are aware of the Strategy and associated policies, procedures, tools and systems.
·  Ensuring records management and EDRMS training programs are developed, delivered, evaluated and continuously improved to promote best practice document and records management and meet business needs.
·  Supporting and encourage business unit input into all phases of the project is available through the facilitation of workshops, surveys, face-to-face interviews and other information gathering processes.
·  Ensuring key aspects and project progress is communicated to key stakeholders in a timely and effective manner using effective communication tools.
·  Providing timely reports to DECD Executive, the Project Board, Working Parties, Project Team and other key stakeholders.
5. Authority
Departmental delegations and policies define levels/limits of authority in relation to finance, human resources and administrative requirements.
6. Job Challenges/Context
This new position is initially being established for a period of 12 months with the potential for the position to be extended depending on annual funding approvals in future financial years.
The nature of the project means that the incumbent will need to have a strong, proven background in and knowledge of project planning and management, management of project resources and change management; and extensive practical experience and in-depth knowledge of document, records and information management legislative policy and systems developments within government and across industry.
The Strategy entails the selection and implementation of an electronic document and records management system and implementation of a records storage and disposal program for DECD central office.
The successful applicant will be responsible for reviewing the current records management services with DECD central office. In addition, the successful applicant will, as a priority, update Departmental Policy Documents and investigate and implement an EDRMS solution for DECD central office.
This section should provide critical information regarding the context within which the position exists and specific challenges which may impact on the performance of the job, eg, “this is a new position which has been created as a result of an organisational restructure” or, “the position exists in an environment of rapid change, which impacts on the “ etc.
Acknowledged by Occupant ______/___/___

PERSON SPECIFICATION

Essential Minimum Requirements (Those characteristics considered absolutely necessary).

Educational/Vocational Qualifications

·  Please refer to Direction 5 PSM Act in order to determine a suitable qualificationNot applicable

Personal Abilities/Aptitudes/Skills

·  Proven ability to analyse issues, evaluate information and apply technical expertise and formulate strategic responses to ensure effective information and records management across the department.
·  Proven ability to select and apply high level written and verbal communication and interpersonal skills to negotiate and liaise effectively at senior levels, both internal and external to the Agency.
Experience (including community experience)
·  Proven experience managing and coordinating a large scale project or program.
·  Demonstrated experience in developing and coordinating systems, processes and significant projects to facilitate service administration and accountability.
·  Experience managing and motivating staff to meet agreed outcomes in a busy and changing environment.

Knowledge

Technical:
·  A sound knowledge of information, document and records management legislation, standards, policies and practices.
(this may require multiple dot points relating to the technical knowledge base for the position)

[Use of this Section is Optional]

Desirable Characteristics (To distinguish between applicants who have met all essential requirements).

Personal Abilities/Aptitudes/Skills
Experience
·  Proven experience in managing the implementation of an EDRMS.
Knowledge
Educational/Vocational Qualifications
·  Qualification in records management or related discipline.

ASO7 Project Manager Page 1 of 4