Records & Administration Officer | Melbourne - Western Metro

Job Description

• Provide high-quality administrative and records management support.
• Manage hard copy records in line with the Retention and Disposal Authority (RDA), ensuring compliance with information management standards.
• Review, finalise and implement Records Management Local Operating Procedures, while promoting best practice across the Cherry Creek, Parkville and Malmsbury Youth Justice Precincts.

The Department of Justice and Community Safety (Youth Justice) is responsible for the statutory supervision of young people in the criminal justice system in Victoria focussing on prevention, diversion, and early intervention as the most effective and fiscally responsible ways of reducing youth crime. As an area within the department, Youth Justice is always committed to the demonstration of the departmental values; serve the community, work together, act with integrity, respect other people and make it happen.

Youth Justice Custodial Services aim to engage young people in change by addressing their offending behaviour and equipping them with the skills required for positive community participation, within a safe and secure environment.

The opportunity 

• Ongoing, full-time position based at the Cherry Creek Youth Justice Precinct but working flexibly across other Youth Justice Custodial Precincts (Parkville & Malmsbury), where needed to respond to operational requirements.
• VPS 3 role: $79,122 - $96,073 per year plus super.
  • Undertake a range of administrative and file management functions including filing, file labelling, scanning, file maintenance and validation
  • Undertake records management related projects as required preparing hardcopy records for transfer from active to inactive or archival storage.
  • Undertake quality assurance assessment of existing TRIM records to ensure compliance with corporate information and records management standards.
  • Support management of information and records for YJCS and ensure departmental records management compliance are met.
  • Assist with retrieval of files and records as required for FOI and other official requests.
  • Provide information, support, and advice on compliance with the departments information and records management policy, procedures and associated standards.

To be successful in this role you will have:

• Experience using Office 365 suite of applications, SharePoint, and HPE Records Manager (TRIM) and/or other Electronic Document and Record Management Systems is desirable.
• A demonstrated understanding of records management policies, principles, and procedures in a government environment, including relevant records management legislation (Public Records Act 1973 and Privacy and Data Protection Act 2014), and Public Record Office Victoria (PROV) standards and guidelines.
• A qualification in records management, information management or related field is desirable
• A current full driver's license is required as travel to other offices within the department may be required.

You will be required to obtain a Working with Children Check (WWCC) to be maintained by the employee for the period of employment.

To learn more about the type of skills you will need to thrive in this role, please read the position description.

What's in it for you?

You will be working for the Department of Justice and Community Safety, which is one arm of the Victorian State Government, a recognised top employer of choice nationally. All our staff work to the vision of a safe, just, innovative and thriving Victoria.

There are many advantages in working for the department, including:

• Job stability – position as a member of the Victorian Public Service (VPS).
• A fair salary– enjoy great work conditions and salary sacrificing options.
• Transparent performance framework– approach your work with confidence in how you're tracking, working to professional development plans agreed on by you and your manager.
• Generous leave entitlements– provisions for many forms of leave; including personal, parental, carers, study, cultural, compassionate, and sick leave.
• Employee Assistance Program support – you are encouraged to use this short-term, confidential counselling service if you're experiencing emotional stress, relationship problems, conflict with others or personal issues. It is also available for financial counselling and retirement planning.

If you have any queries, please contact Julie Crea on 03 4249 1086 or Julie.crea@justice.vic.gov.au

Aboriginal and/or Torres Strait Islander people are strongly encouraged to apply.

Applicants are welcome to utilise support from the Aboriginal Recruitment Team throughout the recruitment process. Aboriginal candidates are encouraged to contact Aboriginalrecruitment@justice.vic.gov.au if they would like cultural support and guidance through the application process.

For Aboriginal Designated and Prioritised positions, a Certificate of Aboriginality (CoA) will be required prior to an offer of employment being made

We want to make sure all Victorians feel represented by the department's work. One of the ways we do this is by recruiting a diverse workforce – we welcome people of any gender, age, religion, sexual orientation, disability and cultural background. We are also committed to the Victorian Government's promise to increase the number of veterans working in the public sector.

We're proud of our individual differences. We're proud of the many languages we speak and the stories we can share with each other. We hope you will share your story too.

If this sounds like a compelling job that you believe your skills would be a great match for, please APPLY NOW. Applications close 11.59pm, Wednesday 15^th April 2026.

How to apply

Please click the Apply button on this advertisement. Applications should include a resume and covering letter. Attachments can be uploaded in .doc, .docx, .pdf, .txt or .rtf formats.

The successful candidate will be required to undergo pre-employment checks which may include national police checks and misconduct screening.

If you require adjustments to the recruitment and selection process, or require an alternative format to any of the application material, please don't hesitate to get in touch with the contact person listed on this ad.

IMPORTANT INFORMATION:

CHILD SAFE STATEMENT OF COMMITMENT:

The Department of Justice and Community Safety is committed to the safety and wellbeing of children and young people. We seek to prevent harm of any kind impacting children and young people and have zero tolerance for racism, child abuse and inequality. Children and young people's rights, relationships, identity, and culture must be recognised and respected, their voices heard, and their concerns acted upon. We aim to foster a culturally safe, child safe and child friendly environment for all children and young people we have contact with, deliver services to, or are impacted by our work.