Information Management Specialist

Join Us at New Plymouth District Council
Tūhono mai ki Te Kaunihera-ā-Rohe o Ngāmotu
Who Are We? | Ko wai mātou?
Te Kaunihera-ā-rohe o Ngāmotu - New Plymouth District Council (NPDC) is dedicated to serving our community and enhancing the quality of life for those who live, work, and visit here. We are guided by the principles of Te Tiriti o Waitangi and are committed to fostering partnerships that respect and celebrate our district’s rich cultural heritage. Through innovation, sustainability, and collaboration, we aim to deliver exceptional services and initiatives that support our vision of building a thriving, connected, and future-focused district. At Te Kaunihera-ā-rohe o Ngāmotu, we pride ourselves on being an inclusive and dynamic organisation that values people, creativity, and progress.
The Opportunity | Te āheinga
Join a forward-thinking team at the heart of digital transformation We’re looking for an Information Management Specialist to become a key member of our Digital Enablement team on a full-time, fixed-term basis for four years.
This is more than just a role - it’s a chance to shape how information is managed, protected, and leveraged across New Plymouth District Council (NPDC). You’ll be instrumental in delivering operational services that uphold and enhance our information, records, and archives management standards. Your work will directly support the implementation and continuous improvement of systems and methodologies that ensure our information assets are accurate, accessible, and compliant.
In this role, you’ll bring your expertise to the forefront - ensuring that our information systems and processes meet legislative, public, and business requirements. You’ll play a vital part in helping NPDC meet statutory timeframes and exceed customer expectations, all while contributing to a culture of quality and accountability.
Key Responsibilities | Ngā haepapa matua
Information and Records Management
Administer the council’s EDRMS and maintain electronic and paper records.
Resolve information requests and facilitate timely access for business processes.
**Handle physical records and archives**: filing, classification, storage, and retrieval.
Transfer records from active use to archives or short-term storage.
Manage the transition of records from active to non-active status and destroy non-permanent records.
Implement and manage records and information management policies, standards, and procedures.
Identify and implement EDRMS opportunities to enhance business processes.
Support Information Management communication strategies and training programs.
Collaborate to adopt consistent information management practices.
Develop and implement the council’s disposal schedules.
Ensure quality assurance of registered records.
Assist with the daily functions of the Information Management Team.
Customer Service and Relationship Management
Maintain professional relationships with stakeholders and ensure excellent customer service.
Retrieve and provide archives for customer requests.
Develop IM working agreements with business units.
Support consistent information management practices across the council.
Project and Technical Support
Manage projects to ensure timely and within-budget completion.
Provide information management expertise for council projects.
Monitor changes to M365 and SharePoint, communicating impacts to the organization.
Maintain knowledge documentation for the Delivery team and wider team.
Team Collaboration
Contribute to a high-performing team and a solutions-focused culture.
Support health and safety strategies and policies.
Legislative Compliance
Health and Safety
Participate in health and safety initiatives and training.
Report all incidents and promote safe work practices.
Essential Skills and Experience | Ngā pūkenga me ngā wheako
Relevant qualification in information management or related discipline/s or 2 years’ experience in local government information and/or archives management environment
Knowledge of archives and information management standards and systems
Knowledge of Microsoft products including SharePoint, Visio, Word, Excel; also search tools and other systems used in management NPDC’s information and data assets
Actively seeks out current trends and practices that support NPDC’s information management maturity
Proven ability to produce a high standard of work to tight deadlines whilst handling multiple priorities
Full driver’s licence
Why Taranaki? | He aha ngā hua o te rohe nei?
Taranaki is a region like no other, offering a perfect balance of career opportunities and lifestyle. Nestled between the stunning Mounga Taranaki and the sparkling Tasman Sea, it’s a place where you can explore world-class hiking trails, surf pristine beaches, and enjoy vibrant arts and culture, all within minutes of each other. The region boasts affordable living, excellent schools, and a strong sense of community, making it an ideal place to live, work, and raise a family. Whether you're