EL1 Manager Recordkeeping System Project Manager

Australian Citizens residing in Australia only respond.

Job details

The role requires an experienced EL1 level Project Manager who is responsible for leading delivery of the agency's modernised enterprise recordkeeping system project. The role operates across two integrated delivery streams: the business and records management stream, which focuses on information governance, recordkeeping reform, business process change, user adoption; and IT technology delivery stream, which focuses on solution implementation, integration, migration, testing, security assurance, deployment and transition to operational support.

The role is accountable for overall project delivery, including planning, scheduling, governance, risk and issue management, budget and resource coordination, vendor oversight, executive reporting and benefits realisation. The Project Manager will work closely with business areas, the Information Management Unit, ICT delivery teams, cyber security, architecture, legal and procurement functions, vendors and senior executives to deliver a secure, compliant and user-centred recordkeeping solution.

The role requires sound judgement, strong stakeholder engagement skills and the ability to coordinate business, records, vendor and technology activities within a complex government delivery environment.

Key duties and responsibilities

• Project governance and delivery management — Lead end-to-end project delivery, including project planning, scheduling, budget and resource coordination, risk, issue and decision management, change control, milestone tracking, dependency management and executive reporting.
• Establish and maintain effective governance arrangements, including steering committee reporting, project documentation, assurance activities, decision records, benefits tracking and escalation pathways.
• Manage vendor and implementation partner relationships, including deliverables, service outcomes, contractual performance, acceptance processes, dependencies and contract variations.
• Build productive relationships across business areas, ICT, the Information Management Unit, legal, procurement, security, vendors and senior stakeholders to support clear decision-making and effective delivery.
• Provide clear advice to senior executives on project progress, risks, issues, dependencies, trade-offs and strategic decisions.
• Lead the business-facing delivery stream for the compliant modernised recordkeeping system, ensuring business requirements, records and information management governance, obligations and operational impacts are clearly understood and incorporated into project planning and delivery.
• Facilitate workshops with business areas and the Information Management Unit to define current-state issues, future-state processes, business rules, information management requirements and adoption needs.
• Ensure the solution supports Australian Government recordkeeping, privacy, security and information governance requirements, including the Archives Act 1983, Privacy Act 1988, Australian Government Recordkeeping Metadata Standard, AS ISO 16175, Protective Security Policy Framework, Information Security Manual, digital continuity requirements and National Archives of Australia policies and guidance.
• Work with records and information management specialists to incorporate appropriate classification, metadata, audit, retention, disposal, access control and compliance practices into the future-state operating model.
• Coordinate business readiness, user engagement, communications, training, records champions, updated procedures and transition activities to support adoption and sustained improvements in recordkeeping practice.
• Coordinate the technology delivery stream in partnership with ICT delivery teams, vendors, architecture, cyber security, infrastructure, data and support teams.
• Oversee technology implementation planning, including configuration, integrations, data migration, test planning, technical acceptance criteria, deployment, cutover, hypercare and transition to operational support.
• Monitor technical risks, dependencies, constraints and delivery issues, ensuring they are visible in project governance forums and resolved through appropriate technical owners.
• Ensure architecture, cyber security, privacy, accessibility, records compliance and operational support requirements are considered throughout design, build, test and deployment activities.
• Partner with change, communications, training and support teams to ensure the technology implementation is aligned with business readiness, user adoption and BAU transition requirements.
• Coordinate the technology delivery stream in partnership with ICT delivery teams, vendors, architecture, cyber security, infrastructure, data and support teams.
• Oversee technology implementation planning, including configuration, integrations, data migration, test planning, technical acceptance criteria, deployment, cutover, hypercare and transition to operational support.
• Monitor technical risks, dependencies, constraints and delivery issues, ensuring they are visible in project governance forums and resolved through appropriate technical owners.
• Ensure architecture, cyber security, privacy, accessibility, records compliance and operational support requirements are considered throughout design, build, test and deployment activities.
• Partner with change, communications, training and support teams to ensure the technology implementation is aligned with business readiness, user adoption and BAU transition requirements.

Capabilities

• Demonstrated EL1-level APS capability, including strategic alignment, delivery, collaboration, integrity, accountability and influential communication.
• Ability to operate across business, records management, ICT delivery, vendor and executive stakeholder environments, translating complex issues into practical delivery decisions.

Essential

• Demonstrated experience leading complex ICT, digital transformation or business change projects in government or similarly regulated environments, including governance, risk, budget, schedule, reporting, assurance and stakeholder management responsibilities.
• Demonstrated experience delivering compliant records management systems , including translating legislative, policy and business requirements into system design, configuration, metadata, access controls, retention, disposal, audit and reporting capabilities.
• Demonstrated experience delivering business-facing records, information management and compliance-related change, including working with records specialists, business areas and operational users to define requirements, future-state processes and adoption needs.
• Demonstrated experience coordinating technology implementation activities, including SaaS or enterprise platform delivery, configuration, integration, data migration, testing, deployment, cyber/security assurance and transition to operational support.
• Proven ability to lead and coordinate multiple workstreams across business change, records management, technology delivery, vendor delivery and multidisciplinary teams, including managing dependencies, risks and competing priorities.
• Strong stakeholder engagement, communication, negotiation, analytical and problem-solving skills, including the ability to influence senior executives, exercise sound judgement and translate complex business and technical issues into clear advice and practical delivery decisions.

Success measures

• Delivery of the project within approved scope, budget, schedule, quality and governance expectations.
• Successful delivery of the business and compliant records management system, including clear future-state processes, improved recordkeeping practices, effective user engagement and alignment with government information management obligations.
• Successful delivery of the IT technology stream, including secure implementation, integration, migration, testing, deployment, cutover, hypercare and transition to operational support.
• Effective coordination between business areas, records specialists, ICT delivery teams, vendors, assurance functions and senior executives.
• Strong adoption outcomes, minimal operational disruption and demonstrable improvement in information governance, compliance and user confidence.

Technical skills

Essential o Relevant project, program or delivery management certification, such as PRINCE2, Agile, MSP, PMBOK/PMP or equivalent demonstrated experience. o Relevant change management certification or demonstrated equivalent experience, such as Prosci, Change Management Institute accreditation or equivalent. Desirable o Experience or qualifications in records management, information governance, information management or digital recordkeeping. o Experience or training in ICT delivery, enterpr

About the project

The project will deliver a modern, business-aligned and compliant records management system that supports improved information governance, future-state business processes, stronger recordkeeping practices and effective user adoption. Including a secure solution implementation, system integration, data migration, testing, deployment, cutover, hypercare and transition to operational support. The project will ensure the new system is secure, sustainable and aligned with government information management obligations.

Environment Project Documentation SaaS Readiness Performance Test Planning Adoption Data Project Delivery Access Control Support Access Information Security Management System Oversight Classification Escalation Data Migration Accessibility Business Process Assurance Stakeholder Engagement Digital Transformation Collaboration Compliance Accountability Government Deliverables Business Requirements Workshops Decision-Making Stakeholder Management Project Planning Architecture Change Management Agile Infrastructure Integration Procurement Records Vendors Security Negotiation Scheduling Testing Documentation Planning Design Business Training Communication Management