Records Officer at Electoral Commission, Wellington

Mō tēnei tūranga mahi | About this role

Mō tēnei tūranga mahi | about the role

The Electoral Commission is looking for a Records Officer, Information Management to join the Information Technology team on a fixed term basis for 12 months. You will be part of a great, supportive and fun team that is dedicated to ensuring the Commission's IT solutions run smoothly and securely so that it can deliver excellent services to the public. 

The primary responsibility of the Records Officer is to assist in the day-to-day management of the organisation's records, information and data assets. This role ensures that documents, information and data is accurately captured, organised, and maintained, making it accessible to the right people when needed.

The Records Officer supports the smooth operation of records management processes and helps maintain compliance with organisational policies, working closely with the Commission's enterprise information systems to implement classification, retention and disposal policies. This involves providing information management advice to leaders and team members on information classification structures and access models

This will be a varied and rewarding role, where you will see your efforts directly contributing to providing an effective and impartial electoral system that New Zealanders understand and trust.

The salary range for this fixed term position is $58,338 - $64,820 reflecting the skills and experience of the successful candidate.

Mōhou ake | About you

You will have a solid administrative or records management background, an interest in problem solving, a passion for information management and a detailed approach to work.

We are seeking candidates who:

• Have experience in an administrative or records management role, with a focus on routine document management tasks.
• Have knowledge of the Public Records Act 2005
• Have experience working with MS SharePoint and Teams, preferably in document management functions.
• Have a basic understanding of records management principles and practices, including record disposal.
• Have the ability to manage and organise documents in both electronic and physical formats.
• Have a methodical and detail-oriented approach to work, with the ability to follow established procedures.
• Have a collaborative mindset, with the ability to work well within a team

Summary of Key responsibilities

• Maintain the organisation's knowledge management systems and ensure content meets business needs.
• Support colleagues in performing knowledge management activities, fostering knowledge-sharing habits
• Support the delivery of training on the use of knowledge management tools, including the Commission's enterprise document management systems
• Assist teams and individuals in organising, classifying and identifying information assets in compliance with organisational policies and practices.
• Help users find and access relevant information based on their requirements and approved access levels.
• Provides guidance on the application of information management policies and procedures
• Maintain key metadata for physical records, ensuring accuracy of ownership, categories, and classification.
• Appraise physical records to determine disposal outcomes
• Implement routine controls to ensure that records are securely managed and only approved actions are performed.
• Implement standard data management practices, including identification of critical data assets, according to detailed organisational requirements.
• Communicate data management procedures to others, ensuring understanding and compliance.

Te Kaitiaki Take Kōwhiri | About the Electoral Commission

The Electoral Commission wants every New Zealander to trust, value and take part in parliamentary elections.

Here is your chance to contribute to New Zealand's democracy as part of a small team of electoral experts who design, build, and implement processes and systems for Parliamentary elections and referenda. It is an exciting and varied role within a team which is committed, supportive and hands-on.

Mā te tūhono mai ki Te Kaitiaki Take Kōwhiri ka aha? | Why join the Electoral Commission?

The Commission is building an inclusive strength focussed culture where diversity is encouraged and valued, and we welcome applications from individuals of all backgrounds, orientations and identities. We want to provide a flexible working environment where everyone feels valued and supported. We are happy to discuss what works for you. You will join a team who are here for the right reasons, and we are passionate about what we do.

He aha e whai ake nei | What's next?

To apply, please submit a CV and cover letter outlining your reasons for joining the Commission, highlighting relevant skills and experience.

Applications close at 5pm, Sunday 18 May 2025.

For more information regarding this role, please email recruitment@elections.govt.nz.

You must be legally allowed to work in New Zealand.