Governance Officer – ANMM

The Governance Officer assists the Head of Governance, Policy & Reporting in ensuring the Museum meets its governance and legislative requirements through supporting the operation of the Museum’s Council and its committees and co-ordinating governance and legislative deliverables.

This role also leads priority projects of a sensitive or complex nature for the Museum Executive.

This role supports the Museum’s Executive in relation to the Museum’s Privacy Act responsibilities and other information governance issues including Museum’s electronic document and records management system.

The position also provides support for continuous improvement initiatives across the Museum relating to governance, audit, risk and compliance issues including policy development, implementation and training and information management.

The key duties of the position include:

• Support the operation of the Council and its committees through coordinating the collation, formatting and distribution of confidential Council and committee papers, attending meetings, preparing meeting minutes and maintaining the Council and Committee records. Ensure agreed timelines are met.
• Support the Head of Governance, Policy & Reporting by drafting of standing item papers, the quarterly strategic report and providing advice on other Council and committee papers.
• Manage all administration requirements associated with Board meetings including but not limited to coordinating meeting dates and Councillor diaries, loading Council and committee papers into Diligent or equivalent board reporting program and assisting with meeting room bookings and setup.
• Support the Head of Government Relations, Policy & Reporting with the induction of new Council and committee members. Maintain the Council Procedures Manual.
• Assist with the planning, development, implementation and updating of the Museum’s corporate policies and training of staff regarding policy requirements. Ensure the Museum’s Policy Register is kept up to date and current versions of policies are kept in a centralised portal and obsolete/superseded policies are removed.
• Assist with drafting responses to policy queries from the Museum’s Executive team and other team members.
• Ensure the Museum’s Committee Charter Register is kept up to date and current version of charters for existing committees are on file.
• Assist with reviewing basic legal contracts and documents as required and provide feedback to the Head of Government Relations, Policy & Reporting.
• Provide advice on compliance with the Museum’s Information Governance and Records Management Policies. Provide advice on the Museum’s electronic document and records management system to ensure compliance with the Archives Act and other relevant requirements.
• Train and advise the Museum’s electronic document and records management system Super Users to ensure they effectively manage their respective business unit’s digital record keeping requirements.
• Coordinate information governance activities and continuous improvement initiatives including activities and initiatives related to meeting Privacy Act, Government Check-up Plus and National Archives Digital Continuity or equivalent requirements. Coordinate Privacy Act-related submissions to Office of the Australian Information Commissioner (OAIC) as required. Coordinate Freedom of Information Act (FOI) requests and responses.
• Coordinate the provision of responses to ministerial correspondence, parliamentary issues, Cabinet matters and other government requests as directed and in line with communications protocol.
• Prepare periodic government reporting including but not limited to Harradine Order reporting, annual Check-up Plus Surveys or equivalent, National Archives Digital Continuity reporting, Privacy Act, FOI and Reportable Contracts reporting. Ensure government reporting meets required standards and is timely and accurate.
• Co-ordinate the delivery of Annual Report specified requirements as directed on a timely basis.
• Lead the implementation of priority projects of a sensitive or complex nature for the Museum Executive, including project planning, stakeholder consultation, research and seeking expert advice. Ensure projects are delivered in accordance with the agreed project plan, critical issues are identified proactively and escalated as required.
• Assist in achieving agreed outcomes consistent with the division’s strategic plan.
• To fulfil the key competencies of the classification of this position as defined and described by the Integrated Leadership System (ILS).
• Any other lawful and reasonable request made within this position.

Eligibility

• Information governance knowledge, including digital and hard copy records management systems and the application of relevant legislation pertaining to public records, privacy and freedom of information.
• Working knowledge of the governance framework and legislation applicable to national cultural institutions.
• Good communication and interpersonal skills, including the ability to liaise confidently and professionally with senior stakeholders and management at all levels of the organisation, government agencies, key stakeholders and external advisors and secure cooperation.
• Well-developed writing skills, including the ability to prepare concise summary documentation, draft meeting minutes and policies and procedures and communicate with senior stakeholders.
• Proven ability to coordinate activities, prioritise issues and meet deadlines in a high pressure environment with confidential and sensitive information.
• Proven ability to work both independently and as part of a team collaborating with colleagues to achieve organisational goals.
• Experience with Microsoft Outlook, Word, Excel and PowerPoint.