Organisation: North Sydney Council
Job Title: Document Management Officer
Word Limit: 350 – 500 words per criterion
Location: North Sydney
Previous experience working in an electronic document, records, or information management
environment
Throughout my career working in commercial, public and private sectors, I have been actively
involved in managing electronic documents, records and information management systems. This is
best demonstrated by my experience with the Penrith Disabilities Resource Centre (PDRC) where I
am retained in a voluntary capacity as an Information Officer and executive management board
member. The PDRC is funded by the Ageing, Disability and Home Care (ADHC), Department of
Human Services to resource and support people with disabilities who live, work and utilise services
based in the Penrith Local Government Area and surrounding areas.
Overseeing operations throughout the organisation, I am responsible for managing and
maintaining databases, information catalogues and web resources, ensuring that all information is
safe, secure and easily accessible. The majority of PDRCs information is maintained on an
electronic database, in addition to a range of pamphlets, magazines and other disability specific
literature available to the community. With the goal of providing a regional advocacy, information
and referral document management service, I respond to queries and provide information to
people with all types of disabilities, their families, carers, advocates and other service providers.
This involves acting as the main point of contact for people wishing to access this information,
selecting the most relevant information for them and training people on how to use the
organisation’s internal databases and catalogues.
Over the past 12 months, I have enjoyed the opportunity to take on increasingly senior
responsibilities and was nominated to join the PDRC executive committee as a Secretary to
replace federal member Fiona Scott. Since stepping into this role, I have been responsible for
ensuring regulatory compliance, initiating the implementation of policies and procedures,
planning and innovation, monitoring of finances and budgeting and performing secretarial duties
and administration. Additionally, to ensure that that the security, accessibility and quality of the
information remains consistent, I have been actively involved in conducting information audits.
In my capacity with the PDRC, I am not only responsible for storing, categorising and maintaining
databases, I also identify and procure valuable information for the organisation and contribute to
community services. For example, I have been actively involved in joint projects with the PDRC and
the Penrith City Council to increase resident participation in the community and improve the
distribution of relevant information. I am confident my ability to manage and develop the
procurement, supply and distribution of information, will allow me to effectively support the
needs and objectives of the North Sydney Council.
Certificate in Records Management or related discipline or willingness to obtain
Currently working in a volunteer capacity to further my skillset and provide a valuable service to
the community, I am keen to secure a permanent position that will allow me to continue my
personal and professional development. Throughout my life, I have displayed a keen interest in
excelling and progressing and genuinely enjoy adding to my key competencies in order to advance
my career. While I do not currently possess a Certificate in Records Management, I would be
willing to obtain one with the Northern Sydney Council or through an external provider. I am
confident my practical experience in records and information management will support me in the
achievement of further training and education in this field.
Demonstrating my commitment to lifelong learning, I have completed numerous courses
throughout my career to further my development. For example, while seeking sustainable career
options, I took the initiative to explore a new career path and began a vocational research project
to determine the viability of an online travel database and agency specialising in travel and
relevant services for people with a disability. I recently completed a Diploma of Tourism and a
Certificate III in Retail Travel Sales to support this endeavour.
Prior to this, I held several positions in security and risk management, including Field Supervisor,
Duty Manager and Security Operations Coordinator. Additionally, I owned my own business as a
licensed Security Consultant and Managing Director of Maverick Security and Protection Services.
Taking ownership and accountability for my career, I completed a number of courses designed to
improve my performance and the performance of the business. These include a Certificate IV in
Security and Risk Management, Certificate IV in Security and a Certificate IV in Small Business
Management.
As a career-minded and driven individual, I strongly believe that with the right opportunities
anything is possible, even for people with a disability. I have thoroughly enjoyed engaging with
diverse groups of people and organisations in my current role with PDRC and expanding my skillset
to build a rewarding new career. I look forward to further education and using my transitional
skills to achieve career success in a role where I can make a valuable contribution to an
organisation and the community.
Knowledge of Privacy and Public Access principles
In my current capacity as Information Officer with the PDRC, I have gained a strong working
knowledge of privacy and public access principles. As part of the executive management
committee, I am responsible for ensuring compliance of relevant issues regarding the collection,
use, storage, and access of information. This includes complying with all relevant Acts and
regulations of Parliament, standards and other mandatory requirements to maintain the integrity
and security of the PDRC document management system.
All staff and volunteers at the PDRC have an obligation, in their day to day practices, to adhere to
and implement the privacy principles and practices established by legislation, privacy related
policies and guidelines. Actively involved in periodic audits of standards and procedures to
maintain accreditation, I oversee these staff and volunteers on a daily basis to ensure all
information is processed to conform to privacy and confidentiality requirements. For example,
each advocate maintains their own individual portfolio of clients which is password encrypted;
should a client need to be referenced at any time, only initials are used in order to protect the
identity of the client. Additionally, when hard copies are required to be kept, they are stored in a
secure, double-locked environment.
To maintain responsible and accountable practices, I have developed a thorough understanding of
the Freedom of Information Act 1989, Privacy and Personal Information Protection Act 1998, Local
Government Act 1993 and State Records Act 1998 as they relate to the disclosure of information.
This is further supported by my completion of a Diploma of Small Business Management and
related modules in record keeping and legal administration. I have applied this knowledge to
ensure compliance and confidentiality of client information at all times.
With regards to specific privacy and public access processes within the PDRC, I am bound by
confidentiality and privacy regulations as per our constitution and federal privacy laws, as well as
the New South Wales (NSW) Disability Service Standards accreditation agreement and obligations
relevant to government funding. However, our process and systems of work are continuously
checked and audited, with various statistics recorded in relation to this area. I would apply my
superior knowledge and skills in this area to uphold the integrity of the North Sydney Council at all
times to ensure an efficient, effective and reliable electronic document management service.
Superior computer literacy with excellent keyboard proficiency
My substantial knowledge of contemporary software packages, databases and information
management systems has been acutely developed throughout my career, allowing me to utilise a
broad range of computer operating systems and applications to effectively carry out my
responsibilities. During my studies at TAFE, my keyboard proficiency was formally tested,
confirming a typing speed of 40 words per minute and 99% data accuracy.
Using these accurate typing skills and ability to design user-friendly documents, I have
demonstrated experience using Microsoft Office program design tools and software to present
professional information in a variety of formats in accordance with style guide requirements. This
includes, but is not limited to word processing of reports, company documents, executive
summaries, stakeholder correspondence and monitoring existing documents to ensure they
remain up to date.
In my current role as Information Officer, I am responsible for the capture, registration, retrieval
and storage of all documentation to inform and support people with disabilities. To do this, I use
Microsoft Word, Excel and Access tools to store the information in accordance with all policies and
procedures. For example, client information is stored in password encrypted files, specific to the
individual Information Officer. In regards to everyday services, organisations, community groups
and resources, this information is manually entered into our electronic database and transferred
to our website via WordPress.
Maintaining a comprehensive understanding of the capabilities and features of relevant software,
I am able to respond to enquiries in a timely manner to ensure a reliable and effective document
management service. Further displaying my superior computer literacy skills, my experience as an
Australian business owner allowed me to develop an in-depth understanding of financial and
payroll applications such as MYOB in order to maintain bookkeeping records and prepare BAS
quarterly statements. It was during this time in security and risk management that I demonstrated
my ability to gain a rapid understanding of new programs and systems to support the achievement
of workforce objectives.
For example, I became highly proficient in complex security operating systems and access control
systems in order to dispatch mobile patrol and response units. Additionally, I effectively utilised
these systems to record and monitor data that could later be easily retrieved to generate reports
and perform quality assurance and assessments. With the ability to maintain focus and achieve
results through the application of technology, my superior computer literacy and excellent
keyboard proficiency will allow me to effectively carry out the duties of the Document
Management Officer.
Demonstrated high levels of written and verbal communication
A confident and experienced communicator, I have developed the innate ability to tailor my
communication to my audience in order to deliver relevant information to suit the needs of the
enquirer. I possess superior written and verbal communications skills supported by more than 20
years of career success in security and risk management, customer service, team leadership and
community services. I strive to meet stakeholder needs through effective questioning, active
listening and careful analysis of information, as well as the provision of services and solutions in
accordance with organisational guidelines.
Throughout my career, I have assumed a high level of responsibility that has demanded
exceptional communication skills, including supervising staff, working closely with executive
teams, facilitating training and managing sensitive and confidential customer queries. This is best
demonstrated in my current role as Information Officer where I provide a regional disabilities
information, referral and advocacy service both in person and over the phone to support
individuals with a disability. Accustomed to liaising at a senior level, I am comfortable consulting
and negotiating with colleagues, supervisors, volunteers, government bodies and community
organisations on a variety of topics.
My ability to communicate effectively in writing has been demonstrated through completion of
higher level education combined with extensive experience in a corporate environment where I
have delivered information in the form of policies, procedures, reports and official
correspondence. This has provided me with systematic training in professional and clear
communication and allows me to communicate with key stakeholders at all levels. Effective
communication is the most important issue in any organisation and I endeavour to be clear and
concise at all times to mitigate the risk of confusion or misunderstanding; common factors that
may lead to conflict in the workplace.
My high-level communication skills have been instrumental in my ability to engage others and
influence outcomes in order to build relationships that are formed on trust and respect. With a
proven track record of delivering tangible results, my internal and external customers know they
can rely on me to work in partnership with them to achieve positive outcomes. I have often been
commended by supervisors and colleagues for my clear speaking manner and understanding and
empathetic attitude. With the presence, experience and gravitas to represent the organisation at
all levels, my professionalism, confidence and cooperation will be a great asset to the North
Sydney Council.
Superior time management, organisational and analytical skills
Throughout my career, I have demonstrated superior time management and organisational skills
across a range of valuable functions, including project management, information services and risk
and compliance. In my capacity with the PDRC, I am responsible for managing and exploiting
internally produced information as well as sourcing materials from outside organisations and have
demonstrated my ability to effectively organise all information to ensure it is easily accessible.
Additionally, I am often responsible for managing several projects and initiatives at a time, in
addition to my daily information management tasks.
For example, as Secretary of the executive board committee, I was actively involved in preparing
the PDRC for the implementation of the National Disability Insurance Scheme to ensure the
organisation remained up-to-date with industry regulations and best practice methodologies. This
project required me to use strong analytical skills to identify areas in need of organisation and
attention and implement appropriate quality improvement strategies with respect to cost,
resources and agreed objectives. My valuable contribution to this project led to the PDRC
becoming accredited under National Disability Standards and receiving a further three years of
government funding.
The nature of our global workplace and rapid advancements in technology means that changes in
the workplace are inevitable and I have regularly demonstrated my ability to remain flexible,
adapt to uncertain circumstances and manage conflicting priorities. Dedicated to ongoing
continuous improvement, I strongly believe it is important to challenge procedures and ways of
working on a regular basis to determine if there is a better, more efficient way of performing
tasks, maximising organisation and coordinating unit outputs.
Exposed to many strict deadlines throughout my career, I understand the importance of ensuring
immediate attention to critical issues in order to maintain the smooth operation of the
department. I consistently exercise independent judgement and work effectively both
autonomously and within a team, prioritising my work to remain in line with desired outcomes
and organisational values. For example, I remain responsive to the demands of volunteers and
staff at the PDRC by assisting my colleagues in times of absence or increased operational
demands.
Additionally, I monitor and action my own workload at all times to uphold a high standard of work
and overcome any challenging situations. To do this, I implement strategies such as utilising
Microsoft Outlook to prioritise workloads, schedule meetings and keep track of daily, weekly and
monthly routines. Additionally, I take notes in formal and informal meetings and maintain a daily
diary to ensure that all duties are completed within the allocated timeframe.
Excellent level of accuracy and attention to detail
Committed to achieving quality outcomes, I pride myself on providing a high level of accuracy and
attention to detail in tasks encompassing customer service, program delivery, project
management, data entry, computer operation and report writing. Maintaining responsibility for
the output of work deliverables, I take ownership of both my achievements and the rare occasion
of human error. Testament to my skills in this area, I was commended by my TAFE teacher for my
high standard of work, dedication to my studies, thoroughness and attention to detail, and I pride
myself on the ability to apply these standards to effectively carry out all tasks.
This is certainly the case in my current role as Information Officer with the PDRC where I am able
to ensure the integrity of all data through quality input and by remaining conscious of the
consequential impacts in the event of any inaccuracies. Responsible for managing and maintaining
the PDRC information management system, I have demonstrated my ability to accurately perform
data entry functions and collate information as evidenced through regular audits.
At all times, I adhere to all administrative policies and procedures to maintain the integrity of the
organisation. I respect my role within the wider community and understand that the quality of the
service I provide directly affects the tasks and service levels of the organisation. Committed to
team performance and often assisting others, I am prepared to work outside of hours or complete
additional tasks to ensure an accurate and consistent document management service at all times.
Within my previous position as Security Operations Coordinator with Zip Response Group, I
exhibited my excellent attention to detail and data accuracy skills in a critical environment that
allowed no room for error. This included dispatch and computer-based management of national
manpower, mobile patrol and emergency and alarm response services. Often dealing with
uncertain or potentially risky situations, it was paramount that I obtained key details such as
location and descriptions. During this time, I demonstrated high accuracy entering dispatch
information into multiple systems as part of process delivery.
Further demonstrating my meticulous attention to detail, during my employment as Senior Loss
Prevention and Risk Control Officer with Myer, I was responsible for planning, organising and
controlling measures to promote asset protection. This included managing the security room and
closed circuit television operations and apprehending offenders should any illegal activity occur.
Following an apprehension, I compiled detailed reports and witness statements and it was critical
that these were accurate as this information was then used as evidence during court cases.
Excellent level of initiative, self-motivation and enthusiasm
Throughout my personal and professional life, I have built a reputation as a self-motivated team
player with the initiative to succeed in whatever task I set my mind to. I am committed to my own
development and enthusiastic about meeting new challenges. With a wealth of experience
providing consistent support in customer service environments, I take full accountability and
ownership for achieving outcomes and use my initiative to lead by example.
This was certainly the case as Managing Director and owner of Maverick Security and Protection
Services where I demonstrated my ability to effectively establish, plan, lead, manage and operate
a viable and successful security organisation operating throughout NSW. During this time, I
expanded the delivery of security consultancy, risk management and physical safety services,
leading to multiple citations and recognition for excellence in the provision of security services and
community support.
Diagnosed with sudden progressive myopathy in 2005, my life has changed dramatically over the
last decade which has had a huge impact on the direction of my career. Seeking suitable and
sustainable career options with limited success, I took the initiative to explore another avenue to
continue my development. Subsequently, I began a vocational research project to determine the
viability of an online travel database and agency specialising in travel and relevant services for
people with a disability.
Liaising with industry stakeholders, government and support groups and people with a disability, I
established a mentor group comprising experienced executive managers and consultants from
relevant businesses, disability and travel industry organisations. I formally presented final reports
in person to both state and federal government members to raise community awareness and
funding for this issue. Receiving positive feedback for this initiative from all key stakeholders, this
project is currently on hold awaiting further government support.
It was during the research phase of this project that I approached the PDRC for support and
assistance and was invited to join the organisation in a volunteer capacity. This experience with
the PDRC has been highly beneficial on both a personal and professional level and has lent me the
ability to forge strong partnerships within the community and encourage a supportive culture that
recognises and values our diverse society. From coordinating volunteers to raising awareness and
managing executive committees, I have thoroughly enjoyed engaging in an environment where I
can gain a better understanding of my situation, regain my independence and support other
people with disabilities. Additionally, this experience has also added to my extensive skillset,
setting me up for career success as a Document Management Officer.
Ability to maintain strict confidentiality
My involvement with both the PDRC and the Penrith City Council has lent me an excellent
understanding of the Australian Public Service (APS) values and I act in the nature of the APS Code
of Conduct at all times by ensuring that I maintain confidentiality and meet all privacy laws and
legislation. This includes avoiding any conflict of interest between my private and working life and
using the department’s resources in the correct manner.
At all times, I act with honesty and fairness, demonstrate moral strength, behave with impartiality
and practice tolerance and patience. I have demonstrated my ability to maintain confidentiality
and to exercise tact, discretion, initiative and sound judgment through various roles from security
management to information services, involving all aspects of people and program management
with a strong community focus. In instances where a sensitive enquiry or pressing problem may
need to be dealt with and solved immediately, I am confident using my intelligence and common
sense to resolve or escalate individual situations in order to ensure a consistently high level of
customer service and satisfaction.
Throughout my career, I have demonstrated my ability to maintain and update paper-based and
electronic client files and records, develop business plans, participate in program development
and monitor the delivery of organisational policies and procedures; all tasks that require a high
level of confidentiality and discretion. Due to the nature of my role and the services the PDRC
provides, I manage sensitive information in regards to people’s personal, health and disability
issues. This includes managing referrals from a wide range of organisations to assist people in
crisis situations to improve their living conditions and promote respect for their dignity and their
fundamental rights.
Acting as an advocate to support vulnerable members of society, I understand the supreme
importance of following the correct procedures to ensure their right to privacy. I appreciate that
non-compliance can have potentially legal ramifications for the organisation and a detrimental
impact on team environment as well as the family or individual. However, I remain aware of the
duty of care obligation and I have often been involved in instances where I have been required to
seek approval and release information accordingly to ensure the safety of individuals. I understand
the need to respond promptly to applications for access to personal information and impose as
few restrictions on the release as possible, whilst adhering to all regulations, maintaining the
integrity of the PDRC and upholding the privacy of clients.
Experience in Local Government
In recent years, I have been actively involved in the community and have worked closely with the
Local Government on a wide range of initiatives to improve the local area. This is best
demonstrated by my involvement with the Penrith City Council where I participated voluntarily in
the Cranebrook community renewal and safety projects. As a local resident with a disability, I
conducted research to identify safety issues, increase resident participation in the community and
improve the distribution of relevant information. This included liaising with members of the
community, providing summaries of findings, performing statistical analysis and making
considered recommendations to support the achievement of these projects.
In my capacity as Chairperson of the Penrith Disabilities Action Forum (PDAF), I have organised a
diverse range of volunteer programs and community forums to raise awareness of disability access
issues in relation to blind dogs, transport safety, parking and road improvements. Responsible for
executing and delivering systemic advocacy, I work closely with members of parliament, local
councils, community and non-profit organisations, community members and people with a
disability to negotiate and conciliate positive outcomes, resources and funds for the community.
The purpose of these forums are to raise issues or concerns that directly affect people with
disabilities and work together as a community to improve quality of life.
This experience has lent me valuable customer services, communication and interpersonal skills
and I have proven ability making considered sanctions to protect the integrity of the Council and
community interests through advocacy mechanisms. I have extensive knowledge of relevant
Council policies, procedures and practices and actively promote a culture of sustainability through
participation in the Council’s business excellence framework and continuous improvement
strategies. My ability to work collaboratively with members of the Local Government and the
community to improve local services will allow me to make a valuable contribution to the North
Sydney Council.
Current NSW Drivers Licence
Having held a NSW Class C drivers licence for the past 20 years, I possess an excellent driving
record with only two minor infringements and have not been involved in any car accidents.
Currently, my licence is subject to an annual medical review and conditions and I am capable of
driving automatic only vehicles fitted with hand controls.
In previous roles, particularly within security and risk management, I worked across multiple sites
and my driving history has included country and metropolitan experience on bitumen, metalled
and dirt roads. I understand the supreme importance of adhering to all road and safety laws and
make a concerted effort to prepare my route prior to driving to any unfamiliar location. This
ensures that I am on time for any appointments and allows me to plan my day accordingly.
