About the role

The Collection Management Branch is responsible for transferring, storing, preserving and digitising the National Archives' collection so it remains accessible for future generations. The Branch develops policies and systems as well as provides services, undertakes research, and implements projects to ensure the care, management and accessibility of archival records. The Branch is also responsible for identifying information management requirements for Australian Government agencies to ensure Australian Government information assets (records, information and data) are created, collected and managed effectively.

National Network Coordination is responsible for the strategic and operational implementation of the National Archives’ physical presence and statutory functions across a network of state and territory offices in Australia. This includes collection management, archival services, access, public engagement, digitisation and relevant state and territory stakeholder management responsibilities.

Collection Operations, NSW is responsible for four primary functions in relation to the national archival collection held in the NSW repository:

• Digitisation: providing efficient and responsive digital copying services of paper records in response to public reference inquiries, requests from Australian Government agencies and internal staff as well as undertaking digitisation projects.
• Lending: providing efficient and responsive retrieval and return services for physical records in various formats in response to public reference inquiries, requests from Australian Government agencies (onsite and offsite) and internal records movements for staff.
• Storage: managing the storage of physical records in various formats, including maintaining and improving physical and intellectual control of holdings as well as undertaking bulk movements of records to and from onsite or offsite locations in support of strategic projects.
• Transfers: managing the transfer of records into the collection from Australian Government agencies, including confirming sentencing, advising on packaging and description, checking physical items against approved lists and loading physical and intellectual data to collection management systems.

Under close direction the main duties of the role are to:

•  Undertake routine activities within established guidelines, including:
  • Accurately enter and retrieve data from electronic records systems
  • Digitise records and process images in an accurate and timely manner
  • Conduct quality checking of data and check against physical items
  • Accurately label containers and archival items in accordance with lists and entries
  • Undertake the physical handling, retrieval and return of archival records
  • Perform minor preservation tasks, such as repackaging, staple removal, etc.
  • Carry out records relocations and escort contractors as required
• Perform administrative tasks including preparing basic documentation and recording accurate statistics.
• Work closely and productively with team members and colleagues and contribute to the development of processes, guidelines, section plans and activities. 
• Provide ad-hoc advice relating to role-specific processes and procedures and resolve minor equipment-related issues.
• Undertake training as new systems, applications and equipment are introduced.
• Undertake other duties as required to support the activities of the National Archives’ New South Wales Office.
• Apply the principles of APS Values, Code of Conduct, workplace diversity principles, work health and safety and participative management within a work and team environment.
• Apply the National Archives’ Vision, Mission and Commitments as expressed in Strategy 2030 and Our Values.

Desirable skills/qualifications

We are looking for people who:

• take pride in delivering exceptional client service
• have excellent attention to detail
• work effectively as part of a team and independently
• demonstrate values of collaboration, inclusion, and innovation

Eligibility

To be eligible for the role you must be an Australian citizen. If you are selected, you will be required to successfully undergo a pre-employment check and be able to obtain and maintain a security clearance at a Baseline clearance level.

You must also be able to meet the inherent physical requirements of this role which includes repetitive, sedentary, screen-based work and/or the ability to pack, sort, lift and relocate records in accordance with established work health and safety practices and archival principles.

How to apply

You need to apply through our e-recruitment system.

Your application will need to include:

• the names and contact details of at least two referees, one of whom should be a current supervisor.
• your current resume.
• statement (500 words maximum), describing how your skills, knowledge, and experience/qualifications would enable you to perform the duties of the role taking into account the “Performance Expectations” at the relevant classification and the National Archives’ Vision, Mission and Commitments as expressed in the Strategy 2030 and Our Values.