Advisor, Records & Document Management

Help shape the future of Education

We work to shape an education system that delivers equitable and excellent outcomes

Our organisation is made up of talented and committed people around Aotearoa, from a wide range of backgrounds and cultures. While we work in different groups and on different things, we all strive every day to make the biggest difference we can for our students in our education system.

About this role | Mō tēnei tūranga

We’re looking for a motivated Advisor – Records & Document Management to join our busy Records Services team. This role supports the development and delivery of document and records management systems, processes, and tools that underpin the Ministry’s work.

The Advisor - Records & Document Management will help shape and implement information architecture, support users across the Ministry, and contribute to the development of tools and training that enable effective records management.

We are passionate about what we do and how we do it. No two days are the same - the systems, information and people we work with are varied and interesting. This role offers an excellent opportunity to gain experience in a complex records and information management environment.

Salary range: $65,001 - $71,644 per annum + 3% KiwiSaver. The successful candidate will be appointed at a salary which reflects individual skills and experience.

For more details about the role, you can view the Job Description here.

About you | Mōhou ake

If you are at the beginning of your career or looking for the next challenge, with a strong work ethic and a willingness to learn, this role is for you. Ideally you will have some experience in records and information management, coupled with strong analytical, communication and relationship-building skills.

You will also offer:

• Experience in Document and Records management or Information Management an advantage
• Knowledge of relevant legislation such as the Public Records Act (2005), the Archives NZ Information and Records Standard (2016), the Privacy Act (2020), and the Official Information Act (1982) , as well as government architecture and metadata models
• Practical experience in using and supporting Enterprise Content Management systems and records management systems is advantageous– in particular, Microsoft 365 tools
• Business Analysis and Business Processing experience is advantageous
• A tertiary qualification in information management or a related field is preferred
• The ability and willingness to adhere to the Public Service Standards of Integrity and Conduct.

You’ll be part of a positive and supportive team that values service, integrity, partnership where growth and development opportunities occur every day

About our group and team | Mātau rōpū ake

The Records Services team is responsible for establishing policies, procedures, and strategies to effectively manage the Ministry’s creation, storage, retrieval, retention, and disposal of records and information. We also:

• Provide staff with education and guidance and helping them to better understand their obligations under the Public Records Act 2005. 
• Maintain an accessible, usable, and secure records management system for all Ministry staff.  
• Source and supply information from Ministry and external sources to support requests for specific information as requested. 
• Manage the on-going offsite storage of physical records and facilitate access to information held there. 
• Securely manage the retention and disposal of records that are no longer in use, including the transfer of information of archival value to Archives New Zealand. 
• Leading the Ministry’s response to the record-keeping recommendations made during the Abuse in Care Royal Commission of Inquiry.

Are you ready to make a difference? | Kua rite koe mō tēnei mahi?

If this opportunity interests you, please submit your cover letter and resume by using the ‘apply' button. In your cover letter we’d like to know about you, your values, or anything else you’d like to share. We’re keen to understand your motivations, strengths, transferable skills, and the diverse perspectives you will bring to the role.

For further information, please contact Kirsty Davies, Manager Records Services at kirsty.davies@education.govt.nz

Applications close Midnight – Monday 4 August 2025.

We want our people to feel valued for their unique qualities and have a sense of belonging. If you require assistance or adjustments to fully participate in the recruitment process, please let us know.