Records Administration Officer

Description:

• Information Technology Services (ITS)

• Part time (0.6FTE), fixed-term position through to January 2026

• Base salary will be in the range $80,523 - $89,505 + 17% Superannuation (HEW Level 5)

• Based at our St Lucia location

The Records Administration Officer is responsible for appraising, sorting and processing physical records to ensure they are managed in compliance with UQ’s records management requirements. This includes liaising with clients and stakeholders across UQ, managing disposal and ensuring data in UQ’s records management system (TRIM) is accurate and up to date.

Key responsibilities will include:

• Records Management : Support the management of physical records in the UQ Records Warehouse, including appraisal, sorting, processing, and ensuring proper classification and retention periods in TRIM.

• Record Disposal & Digitisation : Assist with appraising and disposing of records past their retention period in accordance with procedures, and digitising records as required for storage in TRIM.

• Data Entry : Perform accurate data entry and maintain the integrity of information within TRIM, referring records with historical or cultural value to the University Archivist.

• Client Service & Advice : Provide professional front-line client service across various channels and offer advice to staff on records management practices and TRIM usage, while supporting process improvements.

As part of the UQ community, you will have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you will have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• Up to 26 weeks paid parental leave or 14 weeks paid primary caregiver leave

• 17% superannuation contributions

• 17.5% annual leave loading

• Access to flexible working arrangements including hybrid working options, flexible start/finish times, purchased leave, and a condensed fortnight

• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family

• UQ Study for Staff

• Salary packaging options

• Qualifications and training equivalent to a degree or diploma in business administration, records management, or a related field, or an equivalent combination of relevant experience and education/training.

• Demonstrated experience in administration, records management, or document management.

• Strong written communication and interpersonal skills, including client and stakeholder engagement.

• High level of accuracy, attention to detail, organizational skills, and the ability to prioritise tasks effectively.

• Proficiency in desktop applications, particularly Microsoft Excel, Microsoft Word, Zoom, and Microsoft Teams.

• High level of discretion, personal integrity, and the ability to work independently and within a team.

• Demonstrated ability to complete tasks in a timely manner while adhering to administrative and business processes.

• Ability to research information within technology systems and undertake manual record-keeping work in accordance with OHS requirements.

The successful candidate may be required to complete a number of pre-employment checks, including: right to work in Australia, criminal check, education check, etc.

You must maintain unrestricted work rights in Australia for the duration of this appointment to apply. Employer sponsored work rights are not available for this appointment.

For more information about this opportunity, please contact Ellee McClymont at e.mcclymont@uq.edu.au. For application inquiries, please reach out to the Talent Acquisition team at talent@uq.edu.au, stating the job reference number (below) in the subject line.

All applicants must upload the following documents in order for your application to be considered:

• Cover letter summarising how your background aligns to the ‘About You’ section

• Resume

UQ is committed to a fair, equitable and inclusive selection process, which recognises that some applicants may face additional barriers and challenges which have impacted and/or continue to impact their career trajectory. Candidates who don’t meet all criteria are encouraged to apply and demonstrate their potential. The selection panel considers both potential and performance relative to opportunities when assessing suitability for the role.

We know one of our strengths as an institution lies in our diverse colleagues. We're dedicated to equity, diversity, and inclusion, fostering an environment that mirrors our wider community. We're committed to attracting, retaining, and promoting diverse talent. Reach out to talent@uq.edu.au for accessibility support or adjustments.

Applications close April 1 at 11.00pm AEST (R-49325). Please note that interviews have been tentatively scheduled for 9/10 April.