Document Management Specialist

About the Company

Westpac is Australia’s first bank and first company, and has a rich history of supporting Australians for over 200 years. As a leading financial services organization, we offer a comprehensive range of banking and financial services, including consumer, business, and institutional banking. We are committed to fostering an inclusive culture, embracing innovation, and providing a supportive environment where our people can thrive and make a real difference for our customers and communities across Australia and New Zealand.

Job Description

We are seeking a highly motivated and detail-oriented Document Management Specialist to join our remote team. This role is crucial in ensuring the efficient organization, storage, and retrieval of critical company documents, maintaining compliance with internal policies and external regulations. You will play a vital part in streamlining our information flow, supporting various departments, and contributing to our commitment to operational excellence. While a degree is not required, a strong aptitude for organization, meticulous attention to detail, and proficiency with digital tools are essential for success in this role.

Key Responsibilities

• Manage the lifecycle of various digital and physical documents, from creation to archiving and destruction.
• Implement and maintain document management systems (DMS) to ensure data integrity and accessibility.
• Categorize, index, and tag documents accurately for easy retrieval by authorized personnel.
• Perform regular audits to ensure compliance with company policies, legal, and regulatory requirements.
• Collaborate with internal teams to understand their documentation needs and provide effective solutions.
• Assist in the development and improvement of document control procedures and best practices.
• Provide training and support to staff on document management protocols and system usage.
• Handle confidential information with the utmost discretion and security.

Required Skills

• Proven experience with document management principles and practices.
• Strong organizational skills and exceptional attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work independently and as part of a remote team.
• Excellent written and verbal communication skills.
• High level of integrity and ability to handle confidential information.
• Self-motivated and proactive with a problem-solving mindset.

Preferred Qualifications

• Familiarity with electronic document management systems (eDMS) or content management systems (CMS).
• Basic understanding of data privacy regulations (e.g., Australian Privacy Principles).
• Experience in the financial services or a similarly regulated industry.

Perks & Benefits

• 100% remote work flexibility.
• Competitive salary and superannuation.
• Opportunities for professional development and career growth.
• Access to employee assistance programs.
• Generous paid leave and wellbeing initiatives.
• Supportive and collaborative team environment.

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