Insights from practitioners in Information Management

Issue 14 – FAQs

In this months issue we will be answering all those Frequently Asked Questions.  We would like to apologise in advance to those of you who know the answers to these points we are about to raise. However, as we have a lot of new registrants with us, we’re sure that our long-standing registrants and friends will permit the indulgence.


In this Issue we will be looking at:
• Timesheets
• Pay Day Procedures
• Are there any permanent jobs out there?
• Why do organisations outsource their jobs?
• Am I eligible to join IEA?
• What are fixed-term contracts?
• What are my obligations
• A Thought to Ponder


These are a vital component of contract work as you are paid according to the number of hours that you have worked. 
These should be filled in on a daily basis, so that you don’t forget the hours that you have worked, they should be counter-signed by your supervisor and faxed through to IEA at the end of your working week, whatever that day happens to be.  When filling the timesheets in, please use the 24-hour clock and round off to the nearest quarter hour. 

Don’t worry if your supervisor is unavailable to counter-sign your timesheet, fax it through anyway, as you are paid according to the number of hours that you state that you have worked each week.

We also ask that you send the original timesheet through to the office as these are kept in your official files.  It is recommended that you photocopy the original and leave a copy with the client, and if you wish you may like to keep a copy for your own records. 

Pay Day Procedures

So what happens after you have sent through your timesheets? Either Rachel Moylan or Kay Hack verifies the hours that you have stated before inputting them into the payroll system. This is important for a couple of reasons.  We want to make sure that you receive the correct amount of money for the hours that you have worked (not everyone can add up).  This figure forms the basis on which we invoice the client. Payment is made on a fortnightly basis – and should be transferred into your bank account by either Monday afternoon or Tuesday morning (depending on which bank you are with).  If a bank holiday happens to fall on a “Pay Monday” then your money will be transferred on the Tuesday morning instead.

Are there any permanent jobs out there?

Yes there are.  Approximately 5% of all client requests that come through the employment agency are for permanent staff. We also receive requests from clients to “take-on” those people who are working on fixed-term contract to them.  However, there is no guarantee that this will occur. 

If the client does approach you directly and ask if you are interested in further or permanent work, we would request that you refer the matter to our employment services team of Rachel Moylan or Gail E Murphy on 9335 2533. This ensures that all legal considerations of workers compensation, public liabilities, tax and superannuation are addressed.

Information Enterprises Australia also issues a weekly job opportunity list.  This list is drawn from the Weekend papers, as well as any community newspapers that contain jobs relevant to the library and records management sectors.  To receive this information, all you need to do is be a member of the WAIN, ALIAWest or RMAA e-list discussion groups and you should automatically receive them. However, if you are not on any of these lists, you can still receive the information – just send a blank email to with job posting in the subject line and we will add you to the list.

Why do organisations outsource their jobs?

There are lots of reasons why a client may decide to opt for a “contractor” rather than a permanent member of staff on their team.

This includes cover for people on holiday or long-service leave, or to cover for those people who are on sick leave or on maternity leave.  However, a client may require an extra pair of hands to assist with day-to-day activities or special projects.  In all cases, the period of work will have a pre-determined time period associated with it, although there are some cases where additional work will be offered.

In most cases, the client requires a contractor to have relevant experience, or experience in a related discipline.  However, this isn’t always the case. 

Information Enterprises Australia (IEA) is one of only a few employment agencies in Australia who specialises in library and records management placement opportunities.  Whilst we cannot help everyone who is registered with us, to find work, we have approximately 30 to 50 people working on fixed-term contract during each fortnightly pay period.

Am I eligible to join IEA?

Whilst we cannot guarantee work for anyone, the statistics do show that we have regularly managed to place 40-50% of all those registrants who are actively looking for work. However it must be stated that we have a large number of people registered with IEA who are only looking for permanent work. As we have already mentioned almost 95% of all work opportunities are for fixed-term contract positions.

What are fixed-term contracts?

A fixed-term contract simply means that a contract has a start and finish date.  The period a person is expected to work for a client (host employer) can range from as little as 4 hours to a full year, with many variations in between. 

What are my obligations?

If you find work elsewhere, regardless of whether it is for full-time, part-time, or contract work, we ask that you let us know.  This allows us to keep our database up to date, and ensures we don’t waste time trying to place you if you already have work. 

A Thought to Ponder:

“It’s not what happens that determines the major part of your future.  What happens, happens to us all.  It is what you do about what happens that counts.”
Jim Rohn