Principal 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

As a Principal Advisor, Records & Document Management, you will bring proven leadership, technical expertise, and strong stakeholder engagement skills to support the Ministry’s core business and enhance information integrity. Working closely with the Manager, Records Services, you will help lead the team’s strategic and operational planning, while providing guidance and mentorship to the records services team.

The Principal Advisor will develop and lead customer and stakeholder engagement across the Ministry to ensure document, records and information management tools and resources remain compliant, useable, and aligned with Ministry needs. They will also provide advice and support to the team across a range of portfolio related issues, including developing and leading monitoring and reporting on key activities. Additionally, you will provide advice to other business information system owners across the Ministry.

This role offers an excellent opportunity to put your experience to work in a complex records and information management environment. 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.

Salary range: $118,371 – $131,065 + 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

We’re looking for someone with excellent interpersonal and communication skills and experience in building relationships and partnerships to achieve shared outcomes. A can-do attitude and willingness to pitch in when needed will be a real asset in this role.

You’ll play a key role in ensuring our information management tools are effective, compliant, usable, and aligned with the Ministry’s strategic goals. You will do this through leadership and oversight of the development, implementation and management of the Ministry’s document and records management information architectures, systems, and processes.

You will also offer:

• Proven ability to analyse and structure organisational information at scale
• A track record in supporting information management systems and processes across formats.
• Extensive experience in records and information management at a senior level within a large, complex organisation
• Strong knowledge of relevant legislation including 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 with Microsoft 365 and enterprise content management systems
• Business Analysis and Business Processing experience is advantageous
• A tertiary qualification (preferably post-graduate) in information management or a related field
• The ability and willingness to adhere to the Public Service Standards of Integrity and Conduct.

You’ll be part of a team that values service, integrity, and partnership.

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
• Lead 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 –  Friday 15 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.