LIKELY QUESTIONS
- Can you walk us through your understanding of the Records and Information Management Officer II role at WRA and how your background prepares you for it?
- What steps would you take to ensure proper recording, classification, filing, and retrieval of incoming and outgoing correspondence in a busy registry?
- Tell us about your experience with electronic records systems or document management systems. How would you support their implementation in a public sector environment?
- How would you prepare a registry work plan and prioritize daily, weekly, and monthly records management activities?
- What is your understanding of records appraisal, retention schedules, and secure disposal, and why are they important in an organization like WRA?
- If you found that registry staff were not consistently following records management procedures, how would you address the issue?
- How would you ensure compliance with records management policies while also maintaining confidentiality, accuracy, and timely access to information?
- This role involves supervising registry support staff. What is your approach to supervision, task allocation, and maintaining service standards?

BEHAVIOURAL QUESTIONS
- Describe a time when you had to organize a large volume of documents or information under tight deadlines.
Model approach: Situation - high volume of files/documents with urgent turnaround; Task - restore order, ensure accurate tracking, and meet deadline; Action - categorized records, created index/log, prioritized urgent items, checked completeness, coordinated with team/users, used spreadsheets or system tools for tracking; Result - documents retrieved/filed accurately on time, reduced delays, improved accessibility and accountability.
- Tell us about a time you identified a process gap or inefficiency and improved it.
Model approach: Situation - filing/recording process was slow, inconsistent, or prone to errors; Task - improve efficiency without compromising compliance; Action - reviewed workflow, identified bottlenecks, proposed simple filing structure/checklist/register template, consulted supervisor, helped implement change, trained others; Result - faster retrieval, fewer missing records, better compliance, positive feedback from supervisor/team.
- Give an example of when you had to handle confidential or sensitive information.
Model approach: Situation - worked with personal, administrative, or restricted records; Task - protect confidentiality while processing information correctly; Action - followed access controls, limited sharing, stored records securely, used passwords/logs where applicable, adhered to policy, double-checked recipient/filing location; Result - no breach, maintained trust, demonstrated professionalism and integrity.
- Describe a time when you supervised, guided, or supported others to complete routine work effectively.
Model approach: Situation - assigned to coordinate peers, interns, clerks, or support staff during filing/registry task; Task - ensure work was completed accurately and on time; Action - clarified tasks, set priorities, monitored progress, answered questions, checked quality, gave constructive feedback, stepped in where needed; Result - smooth workflow, improved accuracy/productivity, team met target, showed readiness for supervisory responsibility.

SMART QUESTIONS TO ASK
- What are the current priorities for the registry and records management function at WRA over the next 6 to 12 months?
- What electronic records or document management systems are currently in use, and what support would this role provide in strengthening them?
- How is success measured for someone in this position during the first year?
- What are the main compliance, records security, or change-management challenges the team is currently facing?
- What training, mentorship, or professional development opportunities are available for officers beginning their careers in records and information management at WRA?

RED FLAGS TO WATCH FOR
- Vague answers about records policies, retention schedules, system controls, or confidentiality responsibilities, which may suggest weak records governance.
- Signs that registry operations are heavily manual, poorly indexed, understaffed, or lacking clear procedures, without a realistic improvement plan.
- Unclear reporting lines, little support for training, or supervisory expectations that exceed the stated entry-level scope of the role.