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How to Become a Records Assistant: Australian Careers in Administration

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What is a Records Assistant?

What will I do?

What skills do I need?

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What is a Records Assistant?

A Records Assistant looks after the records an organisation needs to run well. They file documents, update databases, and keep records easy to find and safe.

Records Assistants work in many settings. These include government offices, hospitals, law firms, schools, and companies. Every sector that creates or stores records needs people who can manage them well.

Day-to-day tasks include data entry, scanning, labelling files, and finding records when staff need them. Records Assistants also help meet privacy rules and legal retention schedules.

For people who enjoy working with data and keeping things in order, this role offers a stable career. It is a solid base for moving into records management, data governance, or office leadership over time.

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Career snapshots For Records Assistants

Records Assistants work across government, healthcare, education, legal, and corporate sectors. The role suits those at the start of their career or people returning to work.

Based on recent Australian data, the average salary is around $55,000 per year. Entry-level positions start near $48,000, and experienced professionals can earn up to $70,000 (SalaryExpert, 2026).

The profession falls under the ANZSCO group for Archivists, Curators and Records Managers (group 2242). Around 2,100 Records Managers are employed in Australia (Jobs and Skills Australia, 2025). The broader records and information management field is growing. Digital change and data governance are driving demand.

What will I do?

A Records Assistant manages the documents and information that keep an organisation running. This role covers both physical and digital record systems and requires close attention to compliance and accuracy.

  • Data Entry: Inputting and updating records in databases and information management systems with accuracy.
  • Document Management: Organising, classifying, and maintaining physical and electronic records for easy retrieval.
  • Record Retrieval: Locating and supplying requested documents to staff or external parties as needed.
  • Compliance Monitoring: Making sure record-keeping practices meet relevant laws and organisational policies.
  • File Maintenance: Reviewing and removing outdated records in line with retention schedules.
  • Audit Support: Providing documentation and assistance during internal and external audits.
  • Responding to Enquiries: Answering questions from staff or clients about records and information systems.
  • Training Support: Helping new staff learn record-keeping procedures and software.
  • Reporting: Creating reports on records activity for management review.
  • Cross-Team Work: Working with other departments to meet their records management needs.

What skills do I need?

A Records Assistant needs a mix of practical skills and personal qualities to do the job well. Attention to detail is key. Even a small filing error can make a record hard to find later.

Strong data entry skills and comfort with records software are vital. Most organisations use tools such as SharePoint, HP TRIM, or similar systems. Learning new software quickly is a real asset.

Good communication matters too. Records Assistants often work across teams, finding documents and explaining procedures to staff. A firm commitment to confidentiality is a must, given the sensitive nature of many records.

Skills/attributes

  • Attention to Detail
  • Organisational Skills
  • Data Entry
  • Filing and Record Keeping
  • Records Management Software
  • Communication Skills
  • Problem-Solving
  • Time Management
  • Ability to Work Independently and in a Team
  • Microsoft Office Suite
  • Confidentiality and Integrity
  • Adaptability to New Technologies
  • Customer Service Orientation
  • Understanding of Privacy and Compliance Requirements

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