POSITION TITLE: Records Management Adviser

Job Band: / 4
Team: / Business Services
Reports to: / Senior Manager, Business Services
Number of Direct Reports: / No direct reports
Financial Accountabilities:
Location: / Wellington

CREATIVE NEW ZEALAND’S PURPOSE

Creative New Zealand is the national arts development agency developing, investing in and advocating for the arts.

WHAT WE DO

Creative New Zealand’s support for the development of the New Zealand arts sector is provided primarily through our funding programmes. We also deliver a range of programmes to build the capability of artists and arts organisations, and to advocate for the arts.

TEAM PURPOSE:

The Business Services Team is responsible for providing high quality and professional administration, finance, human resources, facilities and grants management/processing advice, support and services to Creative New Zealand.

Purpose of the role:

To maintain efficient and best practise records and information management systems, policies and processes for Creative New Zealand which are compliant with relevant legislation and give staff timely access to accurate and up to date information.

KEY RESULT AREAS / CRITICAL TASKS /

PERFORMANCE INDICATORS

Records & Information Management Policy & Procedures / Ensure records & information management policies, procedures and practices are updated/maintained and/or drafted in accordance with legislative, Archives New Zealand and CNZ requirements.
Manage any information created or received in the course of CNZ business in accordance with CNZ’s records & information management policies, procedures and any relevant legislation. / Up to date and compliant policies and procedures in place which position CNZ well.
100% compliance with policies and procedures.
Best Practise Records & Information Management / Maintain professional awareness of records & information management best practice.
Manage records management and Records Management system (electronic and physical filing) to accepted best practice standards.
Manage appropriate user access to drives and files.
Manage and maintain CRS ensuring its currency and responsiveness to new organisational directions.
Work with information/systems owners to influence and ensure data and records management best practise across all CNZ systems.
Regularly update the records management database, including new file or volume creating, file or volume closure.
Accurately administer the retention and disposal processes.
Oversee the integrity of all data in the electronic and physical record systems.
Undertake quality control audits of records and records management systems to ensure compliance.
Identify, recommend and action opportunities for records management improvements within CNZ. / Database accurately reflects file and volume holdings with minimum duplication, gaps or redundancies.
All records and information management systems and processes are maintained and/or completed accurately, on time and are compliant.
User access granted in accordance with policy/ guidelines
Data integrity is high.
Good results from records audit.
Records training and induction / Develop and deliver induction sessions for new staff.
Provide advice and training to all staff on record keeping and use of records systems.
Review and update records system guidelines for staff on an ongoing basis to reflect changes, currency of information etc.
Train and supervise any staff assisting with records keeping. / Induction training sessions for new staff take place within one working week of the new staff member joining Creative New Zealand.
Training sessions offered to staff, either one-to-one, or to work teams.
Guidelines kept current to reflect organisational needs and priorities.
Records and Information Maintenance / Open/close files in accordance with file management procedures.
Maintain or develop processes so that records are correctly placed in files and can be easily located by others.
Schedule for and supervise physical movement of files along their recommended continuum, and according to in-house storage space availability.
Implement and maintain off-site storage of files and recordsof file holdings so that files can be easily retrieved when needed.
Schedule and administer the retention and disposal processes.
Locate and action staff’s requests for onsite and offsite files. / New files opened/closed within 2 working days of request
New papers filed within one working week of receipt and files kept up to date.
Files/transit cards are in correct order and shelving organised as needed.
Current files are correctly stored onsite, then offsite as they age (for eventual archive or destruction)
Storage space for current records is available at all times.
Files and papers are in good condition and files are easy to handle.
Files located and retrievedwithin agreed timeframes.
Boxes returned to offsite storage within one month, or by arrangement if more time required.
Customer Service / Maintain networks and provide regular communication with staff so that records solutions work and are consistent with CNZ policies and best practices. / Maintain a good understanding of customer needs.
New solutions are identified and proposed.
Staff provide positive feedback on services and solutions recommended and implemented.
CNZ Database management / Maintain the Central Record System (CRS) database to ensure it is up to date and accurate.
Contribute to ensuring data consistency across all CNZsystems/databases by working with system owners to ensure consistency & accuracy of records/information keeping including elimination of duplications. / All files and volumes are listed accurately in the CRS database.
CNZ systems/databases accurately reflect file holdings with no duplication or redundancies.
Team Contribution / Contribute to the development of a strong team spirit within both the Office Services Team and the wider Business Services team.
Participate positively and actively in team activities, meetings, planning activities and general team development.
Contribute to cross team projects as required.
Encourage and demonstrate the active sharing of knowledge both within the Business Services team, and across CNZ.
Continually identify improvements to team services, processes and operations. / Demonstrate a positive and proactive approach to team development.
Act as a positive role model for other staff. Be willing to assist and support their development.
Actively support and encourage cooperative ways of working and knowledge sharing within the team and across CNZ.
Be open to feedback from colleagues.
Demonstrate an approach of continuous improvement.
Maori Responsiveness / Ensure appropriate consultation occurs with staff in Maori Arts team.
Identify opportunities to work with Maori to achieve CNZ`s strategic goals. / Involve Maori staff at the early stages of projects/policy development/special initiatives.
Seek to understand and apply appropriate ways of consulting with and working Maori.
Demonstrate understanding and knowledge of working in a bicultural environment.

Key Relationships

  • The Grant Process Team
  • The Business Services Manager and Business Services staff.
  • The Chief Executive, CNZ managers and all staff.
  • Offsite storage providers – including but not limited to Archives New Zealand and TIMG
  • Records and Information Management networks

EDUCATION, SKILLS, KNOWLEDGE, EXPERIENCE

(a)Experience

  • Proven experience in a Records Managementrole preferably in the public sector.
  • Experience in managing both physical and electronic records.
  • Experience in transitioning an organisation to electronic records management.

b)Skills & Knowledge

  • Excellent knowledge of and experience with electronic (digital) and paper records & information management frameworks, systems, and procedures.
  • Good understanding of records and risk management principles, theories, current practices and relevant legislation in relation to record/information keeping.
  • Excellent communication skills – oral and written.
  • Proven ability at picking up new technology, systems quickly.
  • Good Microsoft Office skills including Word, Excel, Outlook
  • Good overall knowledge of office management processes and systems

c)Competencies

  • Results Focus
  • Attention to Detail
  • Planning & Prioritising
  • Client Focus
  • Initiative & Improvement Focus
  • Teamwork

1