Project Officer, Document Digitisation

Hobsons Bay, VIC
$75,511-87,624 per year
Contract
Full-time

9 days ago

Altona location, close to public transport
Fixed term, full time role until 31 July 2026
Salary: Band 5 - $75,511 to $87,624 (pro rata) + super + monthly RDO
Lead the document management project within Council

The opportunityIn this role, you’ll take charge of delivering Hobsons Bay City Council’s Document Management Enhancement Project, including setting up and managing formal arrangements with a specialist records management service. You’ll coordinate workflows, manage timelines, and work hand-in-hand with staff and stakeholders to ensure all records are digitised to exacting standards, accurately named, and uploaded to Greenlight on schedule. This is a hands-on project role where your organisation and problem-solving skills will be key to project success.What you'll do

Plan and execute the digitisation project, managing timelines, budgets, and reporting milestones
Coordinate with internal teams and external vendors (including Grace) to ensure smooth operations
Oversee scanning and digitisation processes, maintaining technical quality standards
Develop and implement project plans, agreements, and workflows
Review weekly progress with vendors and resolve issues proactively
Prepare box lists and place orders to meet digitisation specifications
Receive, check, and process digitised images, applying naming conventions and quality controls
Upload images to Greenlight and determine public accessibility
Complete outstanding uploads from previous scanning projects
Ensure compliance with document management policies and legal standards
Manage secure storage and retrieval of digital records

What you’ll need:

Bachelor’s degree in Information Management, Business, Project Management, or a related field (preferred)
Demonstrated experience managing vendors and working across teams
Strong skills in document management systems, digital transformation, and SharePoint
Ability to build effective relationships with staff, customers, and service providers
Proven time management, prioritisation, and goal-setting capabilities
Clear written and verbal communication skills
Capacity to work independently and deliver outcomes under pressure
High attention to detail and analytical thinking
Proficiency in Microsoft Windows and web-based applications

Why you should applyAt Hobsons Bay City Council, we’re committed to creating a workplace that reflects our community and values. You’ll be part of a forward-thinking organisation that supports innovation, collaboration, and professional growth, and which aspires to be the exemplar of Local Government.To be considered for this role applications should include

A cover letter which should outline your interest in the role
A current CV which includes key achievements & relevant qualifications

To find out more about the role, please contact Michelle Cardamone, Acting Coordinator Governance on mcardamone@hobsonsbay.vic.gov.au.Applications will be accepted until 11:30pm on 7 September 2025.Pre-Employment RequirementsProgressed candidates will be required to complete a National Police Check.Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa with full unrestricted working rights. Work eligibility will be checked as part of the recruitment process.Make an impact that matters!!!At Hobsons Bay we work as one to achieve exceptional outcomes for our community.Hobsons Bay Council is shaping precincts, building community infrastructure, delivering positive environmental, social and economic outcomes through programs and policies, and providing over 120 services to strengthen our diverse community.If you’re ready to rise to the challenge of making a real difference, join us to help create a community and city that is inclusive, empowered, sustainable and visionary.What can we offerCouncil offers hybrid working with newly renovated office facilities in the Civic Centre.We support ongoing professional development, as your career matters to us!We are a proud inclusive employer. We encourage people from all walks of life to apply for our job opportunities. Our commitment is to provide diverse, safe and inclusive environments where everyone can grow and succeed.Attachments:
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Hobsons Bay City Council

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