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Records Digitisation Assistant (26-27VICProSup_StateOp3000) Melbourne VIC

Records Digitisation Assistant (26-27VICProSup_StateOp3000) Melbourne VIC

 This Project Support volunteer role provides an opportunity to contribute to a national records digitisation project through the organisation, preservation and accessibility of important records through document preparation, scanning and digital filing activities.

As a Records Digitisation Assistant, volunteers can develop and apply digital, organisational and teamwork skills while contributing to a meaningful project that supports continuous improvement across The Smith Family. Volunteers will gain practical experience using records management processes and office technology in a supportive team environment.

 

By assisting with records digitisation activities, volunteers help improve access to organisational information and support the efficient operation of community offices. This contribution helps strengthen the systems that enable The Smith Family to focus on creating opportunities for young Australians in need through education.

 

Key Responsibilities

  • Support the scanning, digitising, and accurate naming of electronic files in accordance with organisational Records Retention and Disposal Schedule using provided naming conventions.
  • Contribute to improvements in record accessibility by preparing records for scanning and electronic filing under staff guidance.
  • Assist with document management activities by sorting, categorising and handling records in accordance with project procedures and confidentiality requirements.
  • Provide observations and feedback to the project team during records management activities to help identify opportunities for improvement.
  • Work collaboratively with staff and other volunteers to support the successful completion of agreed project activities while maintaining a positive and respectful team environment.

Skills, Experience and Attributes

  • Experience in a similar position providing administrative assistance within a professional and confidential environment is desirable, but not essential.
  • Confidence using office equipment such as scanners, photocopiers and multi-function printers.
  • Basic computer and digital filing skills, with experience in Microsoft 365 SharePoint.
  • Attention to detail when handling documents and information.
  • Ability to communicate respectfully and work cooperatively with staff and other volunteers.
  • Commitment to maintaining confidentiality and handling information appropriately.
  • Positive, reliable and collaborative approach.

Training and Development Provided

  • At The Smith Family, we provide all our volunteers with key information. Ongoing support and guidance will be provided by the Office Manager and project team throughout the records management project.

To support safe and effective participation in the role, volunteers will keep up to date with:

  • Records Management Training
  • Class 1 Records Management Training
  • Cyber Security Training
  • Child Safeguarding Training
  • Other specific training relevant to the role

These training modules will help volunteers understand their responsibilities when handling organisational information, maintaining confidentiality, protecting data and supporting The Smith Family's commitment to child safety.

 

Screening requirements for this role include:

  • An interview
  • Reference checks
  • National Criminal History Check
  • Working with Children Check

 

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