POSITION DESCRIPTION – KNOWLEDGE MANAGEMENT OFFICER

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Nov 6, 2013 (3 years and 9 months ago)

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Last updated: 30 August 2010 Page 1 of 5
POSITION DESCRIPTION – KNOWLEDGE MANAGEMENT OFFICER




Position
Department
Team
Reporting relationships
Knowledge Management Officer
Business Support
Knowledge Management
Reports to:


Reporting positions:

Internal relationships:
Team Leader Knowledge
Management

Nil

Our Values and Leadership Principles

We are committed to supporting and demonstrating our Values and Leadership Principles when interacting with each other and our community.

Our Values Our Leadership Principles

￿ Integrity and honesty ￿ Teamwork ￿ Achieving goals
￿ Accountability ￿ Customer focus ￿ Being positive
￿ Communication ￿ Innovation ￿ Building relationships
￿ Respect ￿ Reward and recognition ￿ Inspiring Others
The behaviours associated with our Values and Leadership Principles are detailed in the attached document.

Position overview

To provide support to the organisation by ensuring all Council’s corporate information is captured and managed in accordance with relevant legislation and corporate
procedures.

To represent the Council in a positive and professional manner.

Personal Qualities

• Understanding and demonstration of values and day to day behaviours – leading by example
• Demonstrated ability to work productively with peers and team members to achieve team objectives and key performance targets
• Mature, positive attitude, and excellent interpersonal skills
• Drive, enthusiasm and perseverance
• Ability to maintain effectiveness and enthusiasm of self and team during a time of significant change, challenge or work load

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POSITION DESCRIPTION – KNOWLEDGE MANAGEMENT OFFICER




Responsibilities


Key responsibilities
Outcomes
Operational
￿ Provide high quality support, training and detailed advice and assistance to staff on the use of Councils Electronic Document &
Records Management System (EDRMS) and other records management functions
￿ Partake and supervise the collecting, sorting and opening of all incoming correspondence – this includes cheques and cash handling
￿ Scanning, capture, registration, indexing and distribution of council records in the EDRMS
￿ Monitor quality control, data accuracy and integrity of information in the EDRMS to ensure compliance with State Records Act
￿ Recognise and maintain appropriate confidentiality
￿ Review and update procedures pertaining to records management functions
￿ Manage the timely generation and processing of Section 7 and Section 187 certificates as required by legislation
￿ Assess and process requests for information under the Freedom of Information Act and ensure Council’s obligations under the
Freedom of Information Act are met
￿ Provide timely responses to requests for assistance meeting Service Levels
￿ Assist with the disposal of Council’ records as per the requirements of General Disposal Schedule (GDS) 20 for Local Government
records
￿ Create new EDRMS files
￿ Promote and assist the use of Council’s EDRMS throughout the organisation
￿ Induct new City of Tea Tree Gully staff in the use of EDRMS and records management procedures and standards
￿ Coordinate and reconcile accounts for Australia Post mail
￿ Undertake records related projects as required by the Team Leader or Manager
￿ Process requests for historical paper based files or microfiche
￿ Assist in sentencing, preparation, transfer and retrieval of council’s records to and from temporary offsite storage and State Records in
accordance with legislative requirements
￿ Assist in the provision of EDRMS system administration where required by the Team Leader or Manager
￿ Scanning of large size drawings and plans using various scanning devices
￿ Provide quality internal and external customer service
￿ Prepare reports as requested
￿ Ensure relevant policies and procedures are developed, implemented and regularly reviewed.
￿ Comply with Council’s Code of Conduct, policies, procedures, guidelines and standards.
￿ Manage records in accordance with organisational Records Management procedures and practices.
￿ Comply with the requirements of the Equal Opportunity Act 1984, Disability Discrimination Act 1992 (as amended) and all other
associated legislation, including the Local Government Act.
￿ Report any risks or potential risks identified within Council buildings and facilities and the City. Seek advice from the team
leader/manager where they are unsure whether the issue/matter constitutes a risk to Council.
Safety First
￿ Contribute to a culture where everyone places Safety First.
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POSITION DESCRIPTION – KNOWLEDGE MANAGEMENT OFFICER




￿ Identify and report health and safety risks, accidents, incidents, injuries and property damage at the workplace
￿ Take reasonable care to protect their own health and safety, and the health and safety of others.
￿ Use any equipment that is provided to protect their health and safety.
￿ Follow reasonable instructions given on health & safety and Injury Management.
￿ Comply with Council’s OH&S and Injury Management policies and procedures and actively participate in associated training and
programs.

Special conditions

From time to time additional tasks, hours as necessary in accordance with the Enterprise Bargaining Agreement.

Positions requirements


Qualifications (or equivalent demonstrated experience)
Essential
Desirable
• National Police Clearance for those in prescribed positions (refer Criminal
History Check Procedure)
• A tertiary qualification in an appropriate discipline is highly desirable, however,
demonstrable relevant practical experience is also highly regarded





Experience
Essential
Desirable
• Demonstrated experience in records management




• Council principles, guidelines, policies and procedures
• Local Government Act
• General understanding of the role and function of Local Government




Knowledge
Essential
Desirable
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POSITION DESCRIPTION – KNOWLEDGE MANAGEMENT OFFICER




Working knowledge of:

• General Disposal Schedule 20
• General Disposal Schedule 21
• Electronic Document Records Management System (EDRMS)

Referencing knowledge of:

• The State Records Act 1997
• Freedom of Information Act 1991






Skills/capabilities
Essential
Desirable
• Strong customer service ethic and sound public relations skills.
• Innovative and practical approach to problem solving and negotiation.
• Excellent organisational skills with the ability to prioritise tasks and meet
conflicting deadlines.
• Initiative and ability to work with minimum supervision.
• Commitment to development of strong working relationships at all levels within
the organisation
• Sound verbal and written communication skills.
• Ability to recognise problems/issues, analyse, formulate and
implement appropriate solutions






Agreed (incumbent):
Name: Signature:
Date:

Approved Leader:
Name: Signature:
Date:

Approved next level Manager
Name: Signature:
Date:

Last Updated By:
Name: Signature:
Date/Time:


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POSITION DESCRIPTION – KNOWLEDGE MANAGEMENT OFFICER




OUR VALUES OUR LEADERSHIP PRINCIPLES
ACHIEVING GOALS

• We set clear expectations
• We set stretch goals, and we do what we agreed to
• We are solution and outcomes focussed
• We embrace change and communicate often
• We encourage innovation by taking risks and tolerating mistakes

BEING POSITIVE

• We have a “can do” attitude
• We are energetic and enthusiastic
• We focus on the positive and encourage others
• We are proactive

BUILDING RELATIONSHIPS

• We are fair and consistent
• We are a positive influence on others
• We actively listen to what others have to say
• We involve others and acknowledge their input
• We keep the promises we make

INSPIRING OTHERS
• We support other people to make their own decisions
• We live our Values and our Leadership Principles
• We ask for and give honest feedback
• We appreciate and recognise the efforts and achievements of others


ACCOUNTABILITY
• We are accountable for our actions, behaviours and decisions
• We accept the responsibilities of our position
• We lead by example
COMMUNICATION

• We encourage open, honest and appropriate communication
• We use effective methods of communication
• We value constructive feedback
• We give clear instructions

We effectively communicate matters that affect other portfolios

CUSTOMER
FOCUS

• Our customers, both external and internal, are important to us and we attend to their enquiries promptly
and efficiently

We are focussed on delivering quality customer service outcomes

INNOVATION

• We encourage innovation and creativity and value the outcomes it brings to our work and the community

We strive for best practice

INTEGRITY & HONESTY

• We treat everyone equally and recognise their contribution
• We display truth and transparency in decision making and meet our legal obligations
• We display a high level of work ethic and work attitude
• We act morally and ethically

We recognise and meet our obligations as required by policies, procedures, principles and guidelines

RESPECT
• We value diversity and respect the views and opinions of others
• We treat everyone with professionalism and courtesy
• We are considerate of others and use appropriate language, behaviours and actions

We always endeavour to be punctual

REWARD & RECOGNITION

• We recognise and/or reward the contributions of staff who consistently show a high level of performance
• We recognise and/or reward new initiatives and ideas
• We recognise and/or reward staff who demonstrate quality outputs and/or work ethic
TEAMWORK

• We demonstrate a willingness to work together to achieve outcomes
• We support each other
• We willingly share knowledge, experiences and ideas