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How to Become a Records Officer: Australian Careers in Administration

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What is a Records Officer?

What will I do?

What skills do I need?

Resources

What is a Records Officer?

A Records Officer manages an organisation’s records and information systems. They design and maintain systems so files are easy to find, stored safely, and disposed of when no longer needed. This role supports compliance, accountability, and efficient operations across many sectors.

Day to day, Records Officers analyse what records their organisation needs to keep. They build cataloguing and coding systems for both digital and physical files. They advise staff on best practice and update systems as needs change.

A key part of the role is controlling access to sensitive data. Records Officers set procedures for who can view certain files. They recommend codes of practice to protect the organisation and the people whose data it holds.

As data volumes grow, skilled Records Officers are in demand across government, healthcare, and finance. The shift to digital systems has opened new career paths in this field. For detail-oriented people, this is a stable and rewarding career.

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Career snapshots For Records Officers

Records Managers in Australia number around 2,100 in total employment (Jobs and Skills Australia, 2021 Census). About 70% of Records Managers are women, and the median age is 47 years old. The majority work full-time, with 79% in full-time roles averaging 39 hours per week.

The average annual salary for a Records Officer is around $85,000 (SEEK, 2026). Entry-level roles start at about $65,000 per year. Senior Records Officers and Records Managers can earn upwards of $100,000 per year depending on sector and experience.

The largest employer of Records Officers is the public administration and safety sector. Professional, scientific, and technical services also employ a significant share. Demand is steady, with organisations in all sectors needing skilled professionals to manage growing digital and physical records.

What will I do?

A Records Officer makes sure an organisation’s records are created, stored, and easy to access in line with the law. The role covers both digital and paper systems. Records Officers work closely with admin, legal, and compliance teams.

  • Run the central records system – Oversee the central records system so files stay organised and easy to find.
  • Review record-keeping needs – Check what records the organisation must keep and build systems to manage them.
  • Maintain record systems – Keep both digital and manual systems up to date and working well.
  • Control access to private files – Set and follow rules for who can see sensitive records.
  • Build filing and sorting systems – Create and check systems for coding and sorting records for easy retrieval.
  • Write record-keeping procedures – Set out rules for how long records are kept and when they are deleted.
  • Train and support staff – Help colleagues use record systems and follow the right procedures.
  • Review and preserve records – Check records for their legal, historical, or admin value and keep those that matter.

What skills do I need?

Records Officers need a mix of technical and people skills. Attention to detail is essential, as errors in record systems can cause compliance problems. Strong IT skills are also needed, since most modern record systems are digital.

Analytical thinking helps Records Officers assess the record-keeping needs of an organisation. They design systems that make information easy to retrieve. Good communication skills help them train staff and work with different departments.

Knowledge of privacy law and data governance is increasingly important. Records Officers must understand when records can be released and when they must be withheld. Time management and the ability to handle multiple tasks are also key strengths in this role.

Skills/attributes

  • Attention to Detail
  • Organisational Skills
  • Analytical Thinking
  • Written and Verbal Communication
  • IT and EDRMS Proficiency
  • Knowledge of Privacy and Compliance Law
  • Records Classification and Cataloguing
  • Data Governance
  • Ability to Manage Confidential Information
  • Teamwork and Collaboration
  • Adaptability to New Technologies
  • Time Management
  • Problem-Solving
  • Project Management
  • Research Skills

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About the author

Laura Atkinson

Laura Atkinson

Laura Atkinson is an Account Management and SEM specialist at Course Finder Group with six years' experience in the Australian education sector. She works day to day with universities, TAFEs and independent training providers, which gives her a close view of how courses map to real career outcomes. She writes practical guidance on career pathways, choosing the right qualification and what to expect when moving into a new field.