Information / Records Management Officer

About this role

Who are we? The Office of the Inspector-General of Intelligence and Security (IGIS) is central to the independent oversight of the Australian intelligence and security agencies. The Inspector-General is an independent statutory office holder with oversight of the activities of Australia’s intelligence and security agencies to ensure they act legally and with propriety, comply with ministerial guidelines and directives, and respect human rights. The work of the Inspector General and his staff provides assurance to ministers, the parliament and the public that these agencies are using their powers as intended. The Inspector-General of Intelligence and Security Act 1986 provides that the IGIS has jurisdiction over the following agencies that make up the national intelligence community: • Office of National Intelligence (ONI) • Australian Security Intelligence Organisation (ASIO) • Australian Secret Intelligence Service (ASIS) • Australian Signals Directorate (ASD) • Australian Geospatial-Intelligence Organisation (AGO) • Defence Intelligence Organisation (DIO) • Australian Criminal Intelligence Commission (ACIC) • Australian Federal Police (intelligence functions only) • AUSTRAC (intelligence functions only) • Department of Home Affairs (intelligence functions only) This is a pivotal time for our agency, as our jurisdiction has recently grown and we are looking to expand our capacity to meet this new environment. There are significant opportunities to demonstrate and develop professional skills and leadership within the legal function of the agency. We are a small portfolio agency, proud of our contribution to the national interest. We recognise that our people are our greatest asset – we recruit and retain highly capable, motivated professionals with high levels of integrity and personal drive; and we invest in, and value, their development. Further, we offer a rewarding, positive, and inclusive environment, empowering staff to work flexibly in their contribution to the achievement of agency goals. The Opportunity Working with limited direction, the successful candidate will undertake a broad range of information governance and records management functions for the Office of the IGIS. The role is responsible for providing specialist advice on information governance and recordkeeping, administering the OIGIS electronic document and records management system (EDRMS), and ensuring compliance with legislative, policy and security requirements. The position contributes to the strategic management of information assets and drives continuous improvement of information management frameworks, processes and systems. Please note, this position is Canberra-based with opportunity to negotiate flexible working arrangements, including hybrid working arrangements; however, the majority of the work will need to be conducted at the Canberra office. Key responsibilities include: In addition to the general responsibilities and duties outlined in the Australian Public Service Work Level Standards for an APS 6, key responsibilities and priorities include (but are not limited to): • Provide authoritative specialist advice, guidance, and training on information governance, records management and recordkeeping obligations within a classified security environment, exercising sound judgement, initiative and risk-based decision making to resolve complex issues. • Manage information and records throughout their entire lifecycle, including administration of the OIGIS electronic document and records management system (EDRMS), currently Content Manager. • Lead and contribute to end-to-end records management remediation and improvement activities, including digitisation of existing hardcopy records and optimisation of the OIGIS information governance policies and business processes. • Engage proactively, build and sustain strategic working relationships and networks with internal and external stakeholders, government agencies, and the information management community, and model a best practice recordkeeping and information security culture. • Ensure compliance with relevant legislation, security, and information governance requirements, staying informed on changes to records management legislation, policy, and emerging technologies, including the adoption of automation, artificial intelligence and other solutions to improve business outcomes. • Coordinate input and prepare reporting for internal and external stakeholders, including to meet mandatory reporting requirements (e.g. Harradine Report, National Archives annual reporting, etc.). Prepare briefing materials, reports, options papers and other correspondence on information governance and information management related issues. • Work independently, balancing competing priorities while delivering high quality outcomes that support information governance and broader team and OIGIS objectives. To be successful in this role you will have: • A desire to work in a productive, values-driven organisation and to achieve results • A positive attitude, energy and commitment to the objectives of the OIGIS • A collaborative and respectful approach to all aspects of your work • The ability to conduct your work in an organised and flexible manner • A high level of personal integrity, discretion and sound judgement when dealing with confidential and sensitive information Essential skills • Demonstrated experience in records management, information governance or information management within a government or regulated environment. • Demonstrated knowledge of Commonwealth recordkeeping requirements, including relevant legislation, National Archives policies, standards and guidance • Experience administering and supporting an electronic document and records management system (EDRMS) preferably Content Manager or similar. Ability to provide accurate and practical advice on information governance and records management matters • Strong written and verbal communication skills, including stakeholder engagement and the preparation of reports and briefing material • Strong organisational skills with the ability to manage competing priorities and deliver high-quality outcomes with limited direction. • Lead the development, review and delivery of information management awareness, education and training programs to improve organisational information management capability and compliance Desirable skills • Understanding of, and/or experience in a national security environment and an understanding of the security implications and application on the lifecycle of Commonwealth records • Experience in the application, review and development of agency-related government policies and responses, such as the National Archives of Australia Building trust in the public record, records disposal authority and annual surveys. • Experience of, and understanding of, NAA requirements, ability to manage sentencing projects, audits or other types of administrative reviews Experience in contributing to disposal authority development projects • Experience in dealing with confidential and sensitive issues • Experience working within the National Intelligence Community will be highly regarded