Registry and Safehand Coordinator

Australian Government Department of Foreign Affairs and Trade
  • Location
    Washington, D.C.
  • Sector
  • Experience
    Early Career / Mid Career
  • Posted
    Feb 06

Position description

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interestsof Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas.

The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

About the Position

The position is responsible for Performing Records Management duties and providing Safehand services. As part of these duties the position is required to perform regular and ongoing out of hours duties, including on Public Holidays and if necessary week-ends for which appropriate overtime rates will be paid. Safe-hand duties involve duty at the airport and at times in inclement weather.

The key responsibilities of the position include, but are not limited to:

  •   Coordinate DFAT records management and daily registry functions including assist with review, development and implementation of strategies.

  •   Research file holdings to produce information as requested and carry out archival actions including the sentencing and destruction of corporate records.

  •   Undertake administrative functions relating to the Registry and Safehand including overseeing payment of accounts and regular maintenance checks for Registry and Safehand equipment (including freight vehicle, shredders).

  •   Manage the DFAT Records Management Help Desk and be the first point of contact for information management and training support.

  •   Co-ordinate the prompt distribution of all Safehand material arriving and departing Washington Post and liaise with relevant embassies and agencies for the delivery and collection of Safehand material.

  •   Provide escort services for Diplomatic Couriers arriving and departing post, which predominantly takes place outside of business hours.

Registry and Safehand Officer – Washington, December 2019

  • Maintain ongoing access to secure locations and at airports for delivery of Safehand services.

  •   Distribute incoming faxes.

  •   Act as Mail Room Officer and provide operational support as required.



  •   Effective record management skills and knowledge of relevant systems, functions and

    processes, including TRIM/EDRMS or another computerized information management system (Administrator capability).

  •   Knowledge of DFAT security requirements and procedures for the handling of suspicious and/or hazardous material and diplomatic safe-hand mail.

  •   Ability to effectively co-ordinate staff and manage resources to ensure effective operation of the Registry and Safehand duties.

  •   Effective written, oral and interpersonal communication skills including the ability to provide training and guidance and work as part of a team.

  •   Ability to provide training and client support, undertake research and develop communication strategies.

  •   Demonstrated organisational skills, ability to manage priorities, handle multiple tasks, and work with limited supervision.

  •   Knowledge and/or experience using computerized information management systems, Microsoft Office and Window based programs.

  •   Current clean U.S. driver’s licence and ability to drive a large vehicle.

  •   Ability to lift weights up to 40 lbs on a regular basis and occasionally up to 70 lbs.

  •   An Australian citizen with a current NV2 clearance, or the ability to obtain one.

Application instructions

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