Steps to Become a Records Assistant
Step 1: Complete Year 12 or an Equivalent Qualification
A Year 12 certificate is the common starting point for this role. Strong results in English and IT subjects help. This takes one year and is offered at all Australian secondary schools. Some employers also accept mature-age candidates without Year 12 if they have office experience.
Step 2: Earn the Certificate III in Business (Records and Information Management) BSB30120
Enrol in the Certificate III in Business (Records and Information Management) BSB30120 at a TAFE or registered training organisation (RTO). This qualification takes 6 to 12 months full-time or up to 18 months part-time. It covers data management, filing systems, privacy law, and office procedures. It is the most direct pathway into a Records Assistant role.
Step 3: Build Core Digital Skills
Records Assistants work daily with document management systems and database software. Take a short course in Microsoft Office, SharePoint, or a records management platform such as HP TRIM or OBJECTIVE. Most TAFEs and RTOs offer short skills courses that take 1 to 4 weeks. These skills are often listed as requirements in job descriptions.
Step 4: Gain Practical Experience
Apply for entry-level admin or data entry roles to build hands-on experience. Many roles in local government, healthcare, and universities offer administrative support positions that involve records handling. Work experience arranged through your RTO or TAFE also counts. Aim for at least 3 to 6 months of practical work before applying for Records Assistant roles.
Step 5: Join RIMPA Global and Stay Current
The Records and Information Management Practitioners Alliance (RIMPA Global) is Australia’s peak body for this profession. Student and early-career memberships are available. Members get access to training events, industry news, and a professional network. This keeps your skills current as digital records management evolves.
A Records Assistant handles the day-to-day management of an organisation’s documents and information. Tasks include sorting and filing documents, entering data into management systems, and retrieving records when colleagues need them. You will keep files labelled and stored correctly, update databases, and scan physical documents for digital storage. You will also respond to requests for information. You check that records meet privacy and retention rules. You help new staff learn how the systems work. Strong attention to detail and good organisation are the keys to doing this job well.
A Records Assistant keeps an organisation’s documents and data in order. This role is a great starting point for anyone interested in information management, administration, or compliance. The work is varied and gives you hands-on experience with digital systems from day one.
- Document Management — Organising, classifying, and maintaining physical and digital records for easy access.
- Data Entry — Entering and updating information in databases and records systems accurately.
- Filing and Archiving — Setting up and maintaining filing systems, and archiving older records to meet retention rules.
- Audit Support — Helping with internal and external audits by supplying the required records and documentation.
- Responding to Enquiries — Answering queries from staff and external parties about records and information.
- Document Retrieval — Finding and delivering requested documents to staff or clients quickly.
- Training Support — Helping new staff learn record-keeping procedures and systems.
- Compliance Monitoring — Making sure all records practices meet legal and organisational standards.
To thrive as a Records Assistant, you need strong organisational skills and a genuine care for accuracy. You will be responsible for documents that teams rely on, so getting the details right matters every day.
Digital skills are a must. Most workplaces use document management systems and database tools. If you are comfortable with computers and can pick up new software quickly, you are already ahead.
Good communication and a responsible attitude to privacy round out the skill set. You will handle sensitive information regularly, so discretion and professionalism are expected from day one.
