JOB DESCRIPTION
Job Title:
Information Officer and Archives
Work Unit:
Corporate Services
Responsible To:
Corporate Information Manager
Position Purpose:
This job exists to:
 Assist in the provision of access to and maintenance of
Horizons Regional Council’s information, records, library,
archives, maps, plans and photographs through customer
focused services.
Financial Delegated
Authority:
$200
Salary
$32,470
$38,200
Date:
October 2008
minimum
midpoint
Organisation Context
Corporate Information
Manager
Information Officer
and Archives
Information Officer
X2
Corporate Information
Officer (x2)
Functional Relationships
External
 General Public
 Resource material suppliers
 Government Departments
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Internal
 Information Management Team
 Corporate Services Team
 Corporate Information Manager
Key Result Areas
Jobholder is accountable for
Jobholder is successful when
1. Information and Records Management
Administration
 Open, sort, record and circulate inwards mail
as required.
 Collect and file outwards correspondence
and register outwards correspondence in the
database.
 Respond to electronic requests as required.
 Incoming mail is dealt with in accordance
with established policy and distributed
within the required deadlines.
 Departments are satisfied with the
service provided and all correspondence
is being filed daily and can be located
promptly when required.
2. Data and Information Management
 Undertake recording of file and archive
movements and to ensure the safe keeping
of files and records.
 Supply schedules of outstanding
correspondence as necessary.
 Cull archived consent files as required.
 Information is readily available, to
Horizons Regional Council staff, elected
members and members of the public, as
required.
 Files are closed off on a monthly basis.
 Urgent requests and complaint
correspondence is followed up
appropriately.
3. Support Services
 Undertake backup support for department
staff when required,
- Document production
- Mail /Fax /Photocopying
 All backup support duties have been
carried out in a courteous and
professional manner.
4. Resources Management
 Classification/cataloguing new library books.
 Record and follow up issue transactions.
 Update loose leaf annotation legislation
volumes.
 Record additions and movement transactions
with the maps and plans system.
 Maintain the journal circulation index.
 Maintain the storage and retrieval of
photographs.
 Ensure statutory document keeping
obligations are complied with.
 Maintain report and brochures registers.
 Book binding of Reports and Minute Books
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 Work complies with Dewey system.
 New library additions are inputted within
3 days of receiving them.
 Legislation is updated (as quickly as
possible) to the date received.
 Issues are up to date and books are
entered as returned or re-issued in the
library system.
 All monthly activities are completed in a
timely and efficient manner.
 Work is completed on time to agreed
specifications.
 Minute and Agenda books are sent offsite for binding and returned in a timely
manner.
Jobholder is accountable for
Jobholder is successful when
5. Archives and Non Current Records
 Carry out efficient and accurate management
of Horizons Regional Council’s archives and
non current records.
 Process incoming records to agreed
descriptive standards.
 Maintain the retention and disposal register.
 Maintain environmental storage.
 Develop and maintain an accession register.
 Assist with strategies, policies and
procedures for all archive related activities
 The archives have been cared for in an
appropriate manner so as to maintain a
high standard of preservation.
 Compliance with the 1998 Local
Government Schedule.
 The archives are accessible to Horizons
Regional Council staff and the public
according to statutory obligations.
 The Retention and Disposal Schedule is
applied to paper and electronic records.
 The Accession Register is up to date.
 All strategies, policies and procedures for
archives are prepared and up to date.
 The Disaster Recovery Plan for records
including archives is up to date.
6. Corporate Contribution
 Maintain own professional development.
 Undertake Performance Development
tasks/responsibilities.
 Undertake Health and Safety
tasks/responsibilities.
 Participate in emergency management
activities as required.
 Participate and contribute to corporate
projects and inter-departmental initiatives as
agreed.
 Maintain Council plant and equipment.
 Fulfil administration-reporting requirements
(e.g. timesheets, vouchers, reporting).
 Appropriate training and development
undertaken as agreed.
 Corporate responsibilities are undertaken
and completed accurately, meeting
specified standards and within agreed
timeframes.
 Contribution to projects and corporate
initiatives is effective and valued.
 Administration requirements are
completed timely and accurately.
Person Specification
Knowledge / Experience





Relevant experience in records and/or office systems, database administration.
Have an affinity with up to date office technology including faxes, photocopiers,
scanners, and electronic document management.
Experience with (or an interest in) library management systems and processes.
Experience with (or an interest in) archives management and processes.
Experience with (or an interest in) electronic document management.
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Key Job Competencies
Advanced Knowledge
Records and office management systems
Database management
Quality customer service
Working Knowledge
Library and Archives systems (or an interest in these).
Research skills.
Time management .
Competent use of relevant office and data management
software.
Safe work practices.
Key Competencies for Performance Development

Customer Focus:

Job Knowledge:

Communication:

Teamwork:

Dependability and
Commitment:
Continuous
Improvement:
Organising for
Results:


commitment to meeting the needs of anyone they work for and
with including colleagues.
have the knowledge and skills to perform the requirements of the
position.
use written and verbal language and style appropriate to the
audience and context.
work constructively with people as a team member to achieve a
common goal.
reliable and dedicated to achieving results.
adjusts to change and different perspectives, thinks proactively,
pursues opportunities and take appropriate action.
ensures work is completed effectively and within agreed
deadlines.
Personal Attributes:





Excellent Communication skills (verbal and written).
Ability to relate to a wide range of people.
Attention to detail and commitment to providing excellent customer service.
High level of integrity and confidentiality.
Always looking for better ways of doing things
Other Requirements
Be prepared to:
 Occasionally work outside of normal business hours.
 Occasional overnight stays away from home.
 Undertake activities, as directed, as part of Horizons Regional Council’s response to
flood events, environmental incidents and emergency response.
 Maintain a proactive approach to Health and Safety in relationship to your responsibilities
and ensure legislative responsibilities and codes of practice are complied with.
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Declaration:
This position is prepared on the basis of existing and foreseen duties and responsibilities. As such it will not
prejudice further specification and/or rearrangement at a later date. Also it will not prejudice a particular
incumbent’s ability to achieve personal development through a change (or partial change) in duties and/or
position.
Horizons Regional Council Core Values
Values are the essence of this organisation’s philosophy for achieving success.
They are the bedrock of our culture and our view of how Horizons Regional Council
staff should behave.
They also provide us with a common direction and guidelines for day-to-day behaviour.
Professionalism
Teamwork
Professionalism at Horizons Regional Council is
delivering what is promised in a skilled, timely
and appropriate manner.
Teamwork at Horizons Regional Council is
successfully achieving shared goals through
dialogue, co-operation, and respect for others.
Integrity
Self-Responsibility
Integrity at Horizons Regional Council is being
honest with others; respectful of their race,
gender, age, beliefs or values.
Self-responsibility at Horizons is highly valued.
All individuals are responsible for actively
managing their own behaviour, learning,
developing, and performing, including accepting
responsibility for actions.
Approved: _______________________________________ (Manager/Supervisor) Date: ___/___/___
Read and Understood: _____________________________________ (Incumbent) Date: ___/___/___
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