Unlock a rewarding career as an Archival Officer with the National Archives of Australia! This role offers a unique opportunity to engage with Australia’s rich history while contributing to the preservation and accessibility of national records. As an Archival Officer, you’ll be at the forefront of managing and digitising the National Archives’ collection, ensuring it remains accessible for generations to come.
Joining the National Archives means being part of a team that values innovation, collaboration, and inclusion. With a competitive salary range of $77,474 to $83,483, this full-time position is based in Sydney, NSW, and offers both ongoing and non-ongoing opportunities. Intrigued?
You need to prepare an APS Pitch for this role. If this is your first time doing this (or you haven’t done it successfully yet) use this free APS template pack.
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Archival Officer Salary and Overview
| Position Title | Archival Officer |
| Organisation / Entity | National Archives of Australia |
| Location | Sydney, NSW |
| Work Type | Full-Time |
| Base Pay | $77,474 to $83,483 |
| Closing Date | 04/08/2025 |
About the Archival Officer at the National Archives of Australia
The Archival Officer (APS Level 4) role at the National Archives of Australia is pivotal in ensuring the preservation and accessibility of Australia’s historical records. Operating within the Collection Management Branch, you’ll be responsible for transferring, storing, preserving, and digitising the National Archives’ collection. This role requires a keen eye for detail and a passion for history, as you’ll be engaging with the public, responding to inquiries, and facilitating access to the archives.
You’ll work under general direction, collaborating with a team to develop guidelines and digital workflows, ensuring the collection remains accessible and relevant. Your role will also involve strategic and operational implementation of the National Archives’ functions across Australia, requiring excellent communication skills and the ability to build productive relationships with stakeholders.
The National Archives operates in a dynamic environment, embracing innovation and collaboration. As an Archival Officer, you’ll be part of a team that values professional development, offering a Studies Assistance Program and a Health and Wellbeing program to support your growth and wellbeing.
Why APS4 Archival Officer Is a Great Opportunity
This role offers a unique blend of historical engagement and professional development. With a competitive salary and the chance to work in a dynamic environment, it’s an excellent opportunity for those passionate about history and public service.
- Competitive salary range of $77,474 to $83,483.
- Full-time, ongoing and non-ongoing opportunities available.
- Located in Sydney, NSW, with a focus on in-office work.
- Ideal for individuals with a passion for history and public service.
- Opportunities for professional development and career advancement.
Application Requirements for Archival Officer
National Archives of Australia Application Process
Ready to apply? Follow the application instructions carefully to ensure your application stands out. Submit all required documents in the correct format to avoid being screened out early.
- Names and contact details of at least two referees, one of whom should be a current supervisor.
- Your current resume.
- A statement (1000 words maximum) describing how your skills, knowledge, and experience align with the role and the National Archives’ strategic objectives.
Your 1000-word statement is your APS applicant pitch for this role. You can use this free APS pitch template to get started. This is going to be the basis of whether or not you progress through to the next round of the recruitment process, so make sure you take the time to get it right.
What to Include in Your Archival Officer APS Pitch
In your 1000-word APS applicant pitch, you want to give multiple star method examples that align to the capabilities required for the role.
The capabilities required for this role are sourced from the performance expectations part of the agency’s website. Give one-star method example for each of the below expectations which are aligned to the APS full work level standards.
You should also make sure wherever possible that your examples align to the type of role that it’s being recruited for. That is, any experience working in records or archiving are the type of examples you want to include.
For this role, you must address all of the following capabilities:
- Thinking: Makes sense of disparate information; sees patterns and trends.
- Achieving: Takes actions that lead to quantifiable improvements in processes or systems.
- Leading: Sets up regular communications with the team and explains the reasons behind key decisions.
- Collaborating: Cooperates with others to achieve objectives in the broader organisation.
- Agility: Provides suggestions and support focused on helping people handle certain situations.
- Accountability: Sees themselves as a ‘can do’ person, and is positive about their own ability to succeed.
- Job specific: Understands the impact of the work area on strategic, political or operational outcomes for the agency.
Archival Officer Application Checklist
| ✅ | Read the full job ad — Open the listing on APS Jobs and make sure it’s a role you’re genuinely interested in. |
| ✅ | Want to apply? — Just copy the job ad URL and submit it via the Write It For Me form to get started right away. |
| ✅ | Let me do the hard part — I’ll prepare your complete application pack, tailored specifically to the role. |
| ✅ | Fill in your story — You’ll receive pre-filled, easy-to-use documents with prompts to help you add your personal experience and examples. |
| ✅ | Get expert review — Send it back for a final polish from someone who’s worked on real government hiring panels. |
| ✅ | Apply with confidence — Submit a professional application that meets all the criteria—and positions you as a standout candidate. |
Candidate Profile — APS 4 Archival Officer
Meet John, a seasoned professional from the private sector with a background in information management and digital archiving. John has held positions such as Digital Archivist and Information Systems Manager at leading tech firms, where they honed their skills in data preservation and digital workflows. With a passion for history and a keen eye for detail, John is eager to transition into the public sector and contribute to the National Archives’ mission of preserving Australia’s cultural heritage.
Archival Officer Example APS4 Pitch
APS4 Archival Officer – National Archives of Australia
I am a committed and experienced information management professional seeking to contribute my private sector expertise to the work of the National Archives of Australia. With a background in digital archiving, metadata systems, and process improvement, I bring a genuine passion for preserving knowledge and a strong alignment with the Archives’ mission to safeguard and provide access to Australia’s documentary heritage.
I demonstrate strong capability in making sense of disparate information and identifying patterns and trends. While preparing for a major system migration at a previous organisation, I was asked to audit tens of thousands of records stored across several platforms, including legacy databases and file servers. Many of these records had inconsistent metadata, non-standard naming conventions, and unknown retention status. I began by mapping the different systems and compiling an inventory of file types, structures, and metadata schemas. As I analysed the data, I noticed recurring issues — such as files with similar titles across departments, suggesting duplication or overlap. I used basic scripting to extract metadata and identify redundancies. From there, I developed a classification framework that rationalised categories and created a consistent metadata model to be used across departments. This work uncovered hidden relationships in the data and allowed for a more efficient and accurate migration.
I take actions that lead to measurable improvements in processes and systems. At one point, I was managing the records intake and archiving process for a business unit that regularly received large volumes of client documents. The existing workflow involved manual filing and labelling by administrative staff, often leading to delays, errors, and inconsistent naming conventions. I saw an opportunity to improve the system and initiated a redesign of the intake process. I developed standardised intake forms that automatically generated metadata and triggered retention rules based on document type. I worked closely with compliance and IT teams to ensure the new process met legal and organisational requirements. Once implemented, the updated workflow halved the time needed to archive documents, eliminated most filing errors, and provided better tracking for audit purposes. Staff were also more confident using the system, and reporting became more reliable.
I actively set up communications and explain the rationale behind decisions to support team understanding. When my previous organisation upgraded its digital asset management system, I was responsible for leading a small team through the transition. Team members were unsure how their tasks aligned with the new structure, and there was confusion about why certain changes were being made. To address this, I scheduled weekly team briefings to discuss the broader goals of the project, including how new features would improve long-term access and searchability. I explained key decisions—such as changes to metadata fields or access permissions—by linking them to our strategic goals around compliance and customer access. I also created a shared knowledge repository to track decisions and feedback. These steps helped improve transparency and alignment, and my team became more confident in their roles and contributions throughout the project.
I collaborate effectively across teams to achieve shared objectives. In a prior role, I was asked to participate in a cross-functional initiative involving compliance, legal, marketing, and IT to consolidate and standardise archived client communications. Each team had different priorities—legal focused on compliance, marketing on accessibility, and IT on storage efficiency. I took the lead in gathering input from each area and facilitated working sessions to define a shared metadata schema and file structure that met everyone’s core needs. I worked to find common ground, proposing a tiered access model and retention schedule that reflected both risk and operational use. Through consistent communication and mutual respect, we delivered a centralised archive that reduced duplication, improved regulatory readiness, and supported day-to-day operations across the business.
I am adaptable and provide targeted support to help people navigate change. During a company-wide system merger following an acquisition, many staff were overwhelmed by new workflows and unfamiliar interfaces. I volunteered to run informal training clinics twice a week to address user concerns and walk through system changes in real time. I also developed tailored quick reference guides to support staff across different levels of technical comfort. This included simplified instructions for frontline users and detailed metadata guidance for records officers. By anticipating the needs of different users and providing accessible resources, I helped reduce frustration, improve adoption, and minimise the number of support tickets during the transition. Feedback from staff highlighted how valuable this peer-led, hands-on support was during a time of significant organisational change.
I see myself as a ‘can do’ person who remains confident and committed to achieving results. One of my first major challenges as a digital archivist was managing a backlog of more than 10,000 scanned files that needed metadata completion and redaction before they could be made publicly accessible. While the task was daunting, I broke the work into manageable weekly milestones and took ownership of tracking my progress against those targets. I created simple automation tools to help validate metadata entries and established a redaction review checklist to improve consistency. I also sought clarification on access guidelines to ensure accuracy. Despite initial uncertainty, I was able to complete the project ahead of deadline, and the material was published without issue. This experience reinforced my belief that determination, planning, and a willingness to learn can lead to successful outcomes—even under pressure.
I understand how archival work contributes to the strategic and operational outcomes of an agency. In my most recent role, I worked on transitioning my organisation’s entire digital archive to a cloud-based storage environment. As part of this work, I identified risks that extended beyond technical issues—such as potential impacts on compliance, user trust, and external audit readiness. I drafted a risk assessment and presented it to senior management, explaining how decisions about storage location, access controls, and metadata retention could affect the organisation’s regulatory obligations and brand reputation. I recommended adopting a stricter access control framework, incorporating automated audit logs, and performing regular metadata validation checks. These changes were adopted and became part of our organisation-wide data governance policy. This experience showed me how good archival practices are not just operational—they are integral to transparency, accountability, and public trust.
In summary, I am eager to bring my digital archiving skills, project experience, and commitment to quality to the National Archives of Australia. I believe I can make a meaningful contribution as part of a team that protects and shares the story of Australia through its records.
How to Use the STAR Method for Archival Officer Applications
When applying for roles in the APS, you’re often asked to demonstrate your capability by giving real examples of how you’ve handled specific tasks or situations. The most effective way to do this is by using the STAR method — a structured way of presenting examples that clearly show what you did, how you did it, and what outcome you achieved.
STAR stands for:
- Situation – briefly describe the context or background
- Task – explain what you needed to do
- Action – outline what you personally did to address the task
- Result – describe the outcome and what was achieved
This structure helps assessors see exactly how your past experiences align with the skills and behaviours required for the job. It also ensures you’re not being too vague or general — something that often weakens otherwise strong applications.
What Makes a Good STAR Example Different?
Many people list duties instead of showing what they actually achieved. For instance, saying “I regularly archived digital records and used a document management system” doesn’t show capability — it just lists a task. The STAR method gives assessors a complete picture: it shows what you were responsible for, what problems you faced, how you tackled them, and what changed as a result.
Here’s a rewritten example, taken from the example APS application above.
I take actions that lead to measurable improvements in processes and systems.
At one point, I was managing the records intake and archiving process for a business unit that regularly received large volumes of client documents. The existing workflow involved manual filing and labelling by administrative staff, often leading to delays, errors, and inconsistent naming conventions. I saw an opportunity to improve the system and initiated a redesign of the intake process. I developed standardised intake forms that automatically generated metadata and triggered retention rules based on document type. I worked closely with compliance and IT teams to ensure the new process met legal and organisational requirements. Once implemented, the updated workflow halved the time needed to archive documents, eliminated most filing errors, and provided better tracking for audit purposes. Staff were also more confident using the system, and reporting became more reliable.
In this example, the situation is clearly explained, the task is defined, the specific actions are detailed, and the results are measurable. That’s what sets a STAR response apart — and why it’s the best way to demonstrate your suitability in APS applications.
For more on how to master the STAR method, check out our STAR Method Guide.
How APS Pitches Are Different From Cover Letters
If you’re used to writing cover letters for private sector roles, the APS pitch will feel different — and tighter. You typically have very limited word space (sometimes as little as 500 words, though this example allows for 1000). In that space, you need to directly address multiple capabilities using real examples. That means there’s no room for fluff, general statements, or long introductions.
You don’t start with “I am writing to apply for…” and you don’t finish with “Thank you for your time.” Instead, your pitch should begin with one or two sentences introducing your background and interest in the role, and then dive straight into STAR method examples that prove you can meet the role requirements. Finish with a simple, one-line summary that reiterates your alignment or enthusiasm for the opportunity — and that’s it.
Because it’s so focused, an APS pitch doesn’t give you much space to introduce yourself or explain your career background. That’s where a short, half-page cover letter can help. While it’s not always required, including a cover letter allows you to highlight your broader experience and career motivation, and to reference your applicant pitch as a separate attachment. That way, the pitch can stay tightly focused on capabilities, while your cover letter gives the panel some helpful context.
If you’d like help with both, I’ve created a free APS application template pack, which includes:
- A clean, editable APS pitch template
- A simple half-page cover letter template
- Guidance on how to structure your STAR responses effectively
You can download the free APS template pack here to get started quickly and stay within word limits without losing impact.
Get Your Archival Officer Application Ready Now
This role closes on 4 August. If you want to apply, we can get started right now.
The Write It For Me service is the fastest, easiest way to submit a high-quality government job application—without the stress, overwhelm, or second-guessing. Whether you’re juggling full-time work, parenting duties, or just don’t know where to start, this service is designed to take the pressure off and help you move forward.
You’ll get an expertly written application tailored to the specific role you’re applying for—highlighting your skills, aligning with the capabilities, and using the right structure and language government panels expect. No more wondering what “addressing the selection criteria” actually means. No more rewriting the same paragraph five times.
Instead of spending your evenings googling STAR examples or stressing over formatting, you can relax knowing your application is in expert hands. You’ll feel confident, prepared, and ready to hit submit—without wasting time.
If you’re serious about landing your next role, this is the smart way to apply. Get started today and take the next step in your public sector career with clarity and ease.
