Data & Records Management Officer

Victorian Managed Insurance Authority (VMIA)

• Job Title – Data & Records Management Officer
• Work Type – Full Time, Ongoing

Join VMIA as a Data & Records Management Officer and play a key role in strengthening how information is managed, protected and used across the organisation. Working within the Information Security & Governance team, you will support records, information and data management practices, drive process improvements and help embed modern, compliant and data-driven ways of working. This is an exciting opportunity for a customer-focused professional who enjoys combining governance, technology and continuous improvement to deliver meaningful organisational outcomes.

Key highlights

• Salary Range of up to $126,000 (total remuneration package inclusive of super).
• Hybrid work environment – Enjoy a mix of office and flexible work arrangements, fostering connection and strengthening networks. The majority of your working week will be in our collaborative office environment.

About the role

At VMIA, our purpose is to build a confident, resilient Victoria through world-leading harm prevention and recovery. As the Victorian Government’s insurer and risk adviser, we protect the people, places and projects that help Victorians thrive.

As the Data & Records Management Officer, you will play a key role in supporting the ongoing maturity of VMIA’s records, information and data management capability. This position balances reliable day-to-day service delivery with a focus on continuous improvement, helping the organisation transition from traditional recordkeeping practices to more integrated, automated and data-driven approaches to information management.

You will work closely with business users, system owners and governance stakeholders to embed effective records and data management practices across the organisation. Bringing a customer-focused and improvement-oriented mindset, you will leverage technology, automation and emerging tools to reduce manual effort, strengthen controls and support better information management outcomes. Reporting to the Chief Information Security Officer, you will contribute to a resilient, compliant and future-ready organisation.

Key responsibilities

• Provide guidance and support to business users on records, information and data management principles, processes, compliance requirements and best practices.
• Promote compliance with relevant legislation, standards and policies, including the Public Records Act 1973 (Vic), Privacy and Data Protection Act 2014 (Vic), PROV standards and OVIC requirements.
• Support records and data lifecycle activities including classification, metadata management, storage, retrieval, access management, archiving, retention, disposal and destruction.
• Assist in the administration of records and information management systems, including SharePoint, related platforms, and archival and physical records.
• Maintain accurate records and metadata to ensure the integrity, discoverability and lawful management of information assets.
• Support the implementation and ongoing operation of data lifecycle management and governance controls.
• Assist with the classification of information assets and the application of security, retention and disposal requirements.
• Use reporting, analytics and system insights to identify risks, data quality issues, duplication and opportunities for improvement.
• Contribute to the development and enhancement of records, information and data management processes, tools and guidance materials.
• Support the responsible adoption of automation, analytics and AI-enabled technologies to improve information management outcomes.
• Assist with audits, reviews, assurance activities and compliance reporting.
• Identify, monitor and escalate risks, issues and control weaknesses in accordance with VMIA’s governance frameworks.
• Promote a culture of accountability, continuous improvement, safety and wellbeing across the organisation.

Who you work with

You will work closely with the Data & Records Governance Lead to support the development and implementation of VMIA’s records and data management program. You will collaborate with employees, managers and teams across the organisation to strengthen information management practices and support compliance obligations. The role also partners with the broader Business Performance Division, which includes IT, Cyber and Data teams. Collaboration focuses on service delivery, governance controls, system administration and continuous improvement initiatives. In addition, you will engage with business areas, data owners and system owners to improve information asset management practices and maintain effective relationships with external service providers and consultants to achieve optimal outcomes for VMIA.

What we are looking for

• Experience supporting records, information and data management functions within a regulated environment.
• Strong knowledge of records management principles, information governance and data lifecycle management practices.
• Demonstrated ability to deliver high-quality customer service and build trusted stakeholder relationships.
• Experience identifying opportunities to improve processes, reduce manual effort and enhance compliance outcomes.
• Strong communication and interpersonal skills, with the ability to explain complex concepts in a practical and user-friendly manner.
• A proactive and collaborative approach with a commitment to continuous learning and improvement.
• Strong digital literacy and confidence using modern technologies and emerging tools.
• Ability to analyse information, identify risks and support data-driven decision-making.
• Alignment with VMIA’s core capabilities, including Client Engagement, Digital Literacy, Data, Analytics & Insights, Communication, Accountability, Innovation and Change.

Qualifications

• Relevant qualifications, certifications and/or formal training in Records, Information or Data Management, or a related discipline.
• Demonstrated experience using digital platforms and tools such as Microsoft 365, SharePoint, Microsoft Purview, Copilot Studio or similar technologies.
• Experience using and administering an Electronic Document and Records Management System (EDRMS) is essential.
• Knowledge of Public Record Office Victoria (PROV) standards, records management frameworks, policies and procedures.
• Experience working with record, information or data governance and management practices within a compliance-focused environment.

Why join VMIA?

At VMIA, we believe diversity drives innovation. We are committed to creating an inclusive environment where everyone feels valued and empowered to contribute their unique perspectives.

We offer:

• Flex work: Hybrid working to support your best performance.
• Parenting support: Generous parental leave (16 weeks paid parental leave after six months of service for primary carers and 4 weeks for secondary carers).
• Learning & Development: Annual investment ($2,500) in your growth, with in-house training, and LinkedIn Learning access in addition.
• Wellbeing: Wellness sessions, Employee Assistance Program (EAP), and ergonomic support.
• Culture & Lifestyle: Iconic office location, volunteer leave and life-stage support.

VMIA encourages applications from candidates of all backgrounds, including Aboriginal and Torres Strait Islander peoples, individuals with disabilities, culturally diverse communities, and members of the LGBTQIA+ community.

How to apply

We invite you to submit your CV and a cover letter. Use these to introduce yourself, highlight your fit for the role, and share why you are excited about joining VMIA. For any questions about the role or application process, please contact us at ***email_hidden***.

At VMIA, we are dedicated to fostering an inclusive workplace. We warmly welcome applications from people of all gender identities, Aboriginal and Torres Strait Islander peoples, individuals with disabilities, and those from culturally diverse backgrounds.

If you have any accessibility needs during the recruitment process, please let us know at ***email_hidden***.

Salary Information

At VMIA, we offer competitive salaries based on the role's classification and your skills and experience. Typically, new employees start at the minimum of the salary range, however, consideration may be given to starting above the minimum of the band should you demonstrate extensive experience in a similar role or possess unique and desirable skills and capabilities required to perform the role.

Other relevant information

Before starting at VMIA, preferred candidates will complete pre-employment screenings. These assessments may include:

• Working Eligibility: Verification of your right to work in Australia.
• Employment History: Confirmation of your past employment details including employment dates and compensation.
• Academic Credentials: Verification of your educational qualifications to ensure they are accurate and legitimate.
• National Criminal History Check: A check for any criminal record, which may involve manual vetting by ACIC, potentially causing delays.
• Pre-employment Misconduct Check: Used to verify the identity, integrity, and credentials of potential employees and verifies no past misconduct.
• Financial Background Checks: Applicable for certain roles, such as Heads of Departments and Finance team members.

We value a collaborative work environment, so employees are expected to spend the majority of your working week in the office. Candidates from interstate must be willing to relocate to Victoria.