How to Become a Records Officer: Australian Careers in Administration

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BSB50120

Diploma of Business (Records and Information Management)

The Diploma of Business (Records and Information Management) (BSB50120) from College for Adult Learning (CAL) will give you key administrative skills and strengthen your ability to manage business information and records efficiently, preparing you to manage resources effectively in any organisation.

Develop essential skills in managing business resources and operational plans, budgets and financial plans. Learn how to develop administrative systems to streamline processes and for effective operational management.

You’ll learn how to:

Implement and manage information management systems to increase efficiency
Develop skills in managing budgets and financial plans to understand the business financial position
Monitor business records systems and records management to ensure information is accurate
Manage daily business operations to ensure the office is operating effectively

The CAL Diploma of Business (Records and Information Management) has received accreditation from the Records and Information Management Professionals Australasia (RIMPA).

Students studying Business Records and Information Management can now receive a free one-year RIMPA Student Membership. As a student member, you’ll have access to resources to support your studies, join programs and events to help you become job-ready, and attend free member-only conventions to build your professional network and learn about specialist Records Management topics.

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Business Administrator, Business Systems Manager, Office Manager, Operations Officer, Records Manager, Records Officer

Price may vary

Part-time: approx 14-16 months; Full-time: approx. 14 months

On this page

What is a Records Officer?

What will I do?

What skills do I need?

Resources

What is a Records Officer?

The role of a Records Officer is both vital and rewarding, serving as the backbone of effective information management within organisations. These professionals are responsible for designing, implementing, and maintaining record systems that ensure the efficient access, movement, updating, storage, retention, and disposal of files and other organisational records. By managing these systems, Records Officers play a crucial role in safeguarding important information and ensuring compliance with legal and regulatory requirements.

In their day-to-day activities, Records Officers engage in a variety of tasks that highlight their organisational skills and attention to detail. They analyse the record-keeping needs of their organisations and translate these needs into effective record management systems. This involves maintaining both computerised and traditional record management systems, advising on their usage, and developing cataloguing, coding, and classification systems. Their work not only enhances operational efficiency but also contributes to the preservation of historical and legal documents that may be essential for future reference.

Collaboration is a key aspect of the Records Officer’s role, as they often work closely with other departments to control access to confidential information and recommend best practices for record management. This includes developing procedures for accessing records and ensuring that sensitive information is handled appropriately. The ability to communicate effectively and work as part of a team is essential, as Records Officers help foster a culture of accountability and transparency within their organisations.

Overall, a career as a Records Officer offers a unique blend of challenges and opportunities. With the increasing importance of data management in today’s digital age, the demand for skilled professionals in this field is on the rise. Those who choose this path can take pride in their contributions to organisational success and the preservation of valuable information, making it a fulfilling career choice for individuals who are detail-oriented and passionate about information management.

Career snapshots For Records Officers

The role of a Records Officer is essential in managing and preserving important documents and information within various organisations. This career is characterised by a strong emphasis on organisation, attention to detail, and a commitment to maintaining confidentiality.

Average Age: 47 years
Gender Distribution: 70% female
Hours Worked: Average of 39 hours per week, with 79% working full-time
Pay: Average salary around $67,389 in Administration & Office Support and $72,773 in Government & Defence
Unemployment Rate: Not specifically available for Records Officers
Employment Numbers: Approximately 2,100 Records Officers are currently employed in Australia
Projected Growth: Annual employment growth is expected to be steady, although specific figures are not provided

Records Officers play a vital role in various sectors, including public administration, healthcare, and professional services. Their expertise in managing records ensures that organisations can efficiently access and utilise information while adhering to legal and regulatory requirements.

As the demand for effective information management continues to grow, pursuing a career as a Records Officer can offer a stable and rewarding professional path.

Source: ABS, Labour Force Survey, 2023; SEEK job ads.

What will I do?

A Records Officer plays a crucial role in managing and maintaining an organisation’s records and information systems. This position involves ensuring that records are accurately created, stored, and accessible, while also adhering to legal and regulatory requirements. Records Officers are essential for preserving the integrity of information, facilitating efficient retrieval, and supporting the overall operational needs of their organisation.

Manage central records systems – Oversee the organisation’s central records systems to ensure efficient access and management of information.
Analyse record-keeping needs – Assess the record-keeping requirements of the organisation and develop appropriate management systems.
Maintain record management systems – Ensure the functionality and accuracy of both computerised and manual record management systems.
Control access to confidential information – Implement procedures and codes of practice to safeguard sensitive information.
Develop cataloguing and classification systems – Create and monitor systems for cataloguing, coding, and classifying records to enhance retrieval efficiency.
Prepare record-keeping procedures – Establish guidelines for the retention and destruction of records in compliance with legal standards.
Provide training and support – Advise staff on the use of record management systems and provide training as needed.
Evaluate and preserve records – Assess records for their administrative, historical, and legal significance, ensuring their preservation as necessary.

What skills do I need?

A career as a Records Officer requires a diverse set of skills that are essential for managing and preserving an organisation’s records and information. Attention to detail is paramount, as Records Officers must evaluate and maintain accurate records for administrative, legal, and historical purposes. Proficiency in information technology is also crucial, as they often work with computerised record management systems, ensuring that data is stored securely and can be accessed efficiently. Additionally, strong analytical skills are necessary to assess the record-keeping needs of an organisation and to develop effective systems that meet those needs.

Moreover, effective communication skills are vital for collaborating with various stakeholders and for training staff on record management procedures. A solid understanding of privacy laws and ethical considerations surrounding information access is also important, as Records Officers often control access to sensitive data. Finally, organisational skills play a key role in managing multiple tasks and ensuring that records are systematically catalogued and easily retrievable. With these skills, a Records Officer can significantly contribute to the efficiency and integrity of an organisation’s information management practices.

Skills/attributes

Attention to Detail
Organisational Skills
Analytical Thinking
Communication Skills
Technical Proficiency in Record Management Systems
Knowledge of Archival Practices
Understanding of Legal and Compliance Requirements
Problem-Solving Skills
Ability to Manage Confidential Information
Teamwork and Collaboration
Adaptability to New Technologies
Time Management Skills
Customer Service Orientation
Project Management Skills
Research Skills

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How to Become a Records Officer: Australian Careers in Administration

What is a Records Officer?

Career snapshots For Records Officers

What will I do?

What skills do I need?

Skills/attributes

Resources

Career Outcomes