JOB DESCRIPTION
Job Title
Archives Assistant – Records Management
Tenure / Hours
Permanent – Full-time/Part-time as per Employment Agreement
Directorate and Work Unit
Finance and Corporate Services – Communications & Secretarial Services
Responsible to
Records Team Leader
Responsible for
N/A
Budget Responsibilities
N/A
Delegations
As per Delegations register
Date
September 2015
ORGANISATIONAL CONTEXT
Chief
Executive
Director – Finance
and Corporate
Services
Manager –
Communications
and Secretarial
Services
Governance and
Corporate
Administrator
Communications
Officer
Team Leader Records
PA to the Director
of Finance and
Corporate Services
Graphic Designer
Archives Assistants
Committee
Secretary
Web Administrator
Administration
Support Officer
PA to the Director
of Works and
Services
Administration
Assistant
Secretary –
Engineering
Services Group
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JOB PURPOSE
To assist with the project of transferring archive material from and around the Council Administration Building to the Archives Facility and
the classifying and removal of Councils records in accordance with the Retention and Disposal Schedule.
FUNCTIONAL RELATIONSHIPS
It is a key responsibility that relationships must be developed and maintained in such a way as to bring about a positive and respectful
response from those the team member liaises with.
EXTERNAL TO COUNCIL
WITHIN COUNCIL

Clients/public.

Other team members in your Division/Directorate.

Other local and regional authorities.

Other Invercargill City Council employees.

Outside agencies and professional organisations.

Elected Representatives.

Community groups and organisations.
KEY ACCOUNTABILITIES
YOU ARE SUCCESSFUL WHEN
Stocktake Management and Maintenance
Maintaining an electronic register of paper records (BURT),

recording any new entries into Council’s Archive Areas.
Recording, classifying and removal of Council’s records.
Recorded entries are accurate and completed in accordance with
agreed timelines and naming standards.

This is completed in accordance with Councils Retention and
Disposal schedule.
Identifying material to be transferred to Council’s Archive

Materials are appropriately packaged and accurately labelled.

Materials are transferred in a safe and secure manner and arrive
facility and undertaking any further cataloguing of content as
required.
Ensuring Records and Archives are accurately categorised
according to Archival Standards and Record Management
safely at the Archive facility and are stored under the correct
Guidelines.
categories.

Materials and/or Council/Community Archives stored within the
Civic Administration building and/or other storage facility are stored
in accordance with agreed standards.
Archiving
Reviewing Council’s retention and disposal schedule,

ensuring this is kept up to date.

The retention and disposal schedule is kept up to date at all times.
Council meets its responsibilities in respect of the Public Records
Act 2005.
Liaising with the Library Archivist on a regular basis in relation

to best practice archiving standards, particularly as it relates to

the retention and disposal schedule.
The Archivist feels confident in the work undertaken by you.
You make sound recommendations on material to be transferred to
Council’s Archive facility.
Policy
Assisting with the development of Record Keeping policies,

Policy is developed and implemented in accordance with agreed
procedures and guidelines for Council.
policy standards in consultation with Archivist and Records
Assisting with the development of Archival policies for
Manager.
accession and appraisal procedures on Council’s inactive
records.
Educating internal customers with good record keeping
practices.

Internal customers have a good awareness of Record Keeping best
practice.
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KEY ACCOUNTABILITIES
YOU ARE SUCCESSFUL WHEN
Records Management
Scanning of departmental documents, historical property files

and electronic profiling and filing of these documents.
Documents are scanned in a timely and accurate manner, all pages
are in order and clearly legible and documents are accurately
profiled and easily identified by others.
Providing advice to staff in regards to Council’s File plan and

structure as per records management best practice

guidelines.
Maintaining an awareness of developments and best practice
Documents are being saved in the correct file locations.
Best practice is being applied and Council is meeting legislative
requirements in regards to record keeping.

in the area of records management.
You are able to contribute to and advise in best practice for
Records Management procedures and processes that assist our
organisation.
Customer Excellence
Acting as an ambassador for our Council, going above and

You are regarded as approachable, interested and friendly.
beyond to provide both internal and external customers with

You stop to listen, learn and understand when assisting customers.

Customers recognise they have received the level of support and
exceptional service at all times.
service they seek.

You take the initiative to improve work practices and to get the best
possible outcome.

Problems and complaints are acknowledged, solutions identified
and promptly acted upon.

Council confidentiality policies are met when dealing with customer
information.
Teamwork
Working together as a team to get the job done.

You willingly share your knowledge and experience.

Communication is open, honest, appropriate and considerate.

You demonstrate positivity and respect, and support and care for
your colleagues.

You demonstrate initiative and commitment to team objectives,
actively participating in group activities.

You are open and receptive to change.

You challenge yourself and others to make it better.

You maintain confidences and avoid hurtful gossip.

Training and development needs are identified, agreed with direct
Professional Development – self
Identifying areas for personal and professional development.
line manager and implemented annually.
Civil Defence Emergency Management
Assisting Council in preparing for and responding to an

emergency.
After establishing the safety of members of your household, you
may be assigned duties to assist Council and/or Emergency
Management Southland in an emergency.
Health and Safety
Taking all practicable steps to ensure personal safety and the

safety of others while at work, in accordance with Council’s
Health and Safety policies, procedures and systems.
You understand and consistently meet your obligations under
Council’s Health and Safety policy/procedures.

You actively encourage and challenge your peers to work in a safe
manner.

Effort is made to strive for best practice in Health and Safety at all
times.
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KEY ACCOUNTABILITIES
YOU ARE SUCCESSFUL WHEN
Other Duties

From time to time you may be required to undertake duties in
addition to those outlined but which fall within your capabilities
You respond positively to requests for assistance in own and other
areas, demonstrating adaptability and willingness.
and experience.

Looking for opportunities to improve systems, processes and
You suggest new ideas and make refinements to systems,
work practices – both within your own position and the
processes and work practices within your own role, and make
organisation as a whole.
suggestions for improvement to the organisation as a whole.
NOTE: The above performance standards are provided as a guide only. The precise performance measures for this position will need
further discussion between you and your manager as part of the performance development process.
PERSON SPECIFICATION
This section is designed to capture the expertise required for the role at the 100% fully effective level. (This does not necessarily reflect what
the current job holder has). This may be a combination of knowledge / experience, qualifications or equivalent level of learning through
experience or key skills, attributes or job specific competencies.
ESSENTIAL
DESIRABLE
Education and
Qualifications


Knowledge, Skills and

Good NCEA Level 2 results or equivalent.
Qualification in Records/Archives management
or equivalent, or work towards same.
Sound computer skills including spread sheeting.

Experience in working with a computerised
Experience
document management system.

Excellent written and oral communication skills.
Personal Qualities

Self-motivated and uses initiative.

Sound time management skills.

Friendly and helpful disposition.

Is an active participant in group and team discussions.

Works with a high degree of accuracy and high attention to detail.
CHANGES TO JOB DESCRIPTION
This Job Description may be reviewed as part of the preparation for your annual performance review.
Acknowledged / Accepted:
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Employee
..............................................................................
Date
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Manager
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Date
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