For Debt Staff.
Contract/Labour Hire staff role in requesting Online Search Facility (OLS) access
Table 1
Item | Contract/Labour Hire staff responsibilities |
1 | Ensure access is for the permitted purposes in accordance with Schedule 1, Item 18 of the Electoral and Referendum Regulation 2016 (Cth) - excerpt below: - preventing and detecting fraud relating to identity or incorrect payments, or
- identifying or locating clients for debt management, determination or correction purposes, or
- undertaking compliance, investigation or enforcement activities relating to the Chief Executive Medicare's functions under section 5 of the Human Services (Medicare) Act 1973, or
- recovering overpayments or other amounts due to the Commonwealth in relation to the performance of the Chief Executive Medicare's functions under section 5 of the Human Services (Medicare) Act 1973
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2 | Request a copy of the Deed Poll from the Line Manager. Complete, sign and save the Deed Poll in .pdf format 'Deed Poll - NAME_Logon.pdf' and forward for Line Manager signature. |
3 | Await further instructions before submitting an OLS 3 (AEC) resource request in ISP. |
4 | A system generated email will be received notifying the outcome of the ISP resource request, that is, approved or denied. |
5 | End date the resource in ISP immediately when ceasing to perform duties that require access to Elector Information for the permitted purposes. |
Line Manager role in provisioning Online Search Facility (OLS) access
Table 2
Item | Line Manager responsibilities |
1 | Ensure staff require the access for the permitted purposes in accordance with Schedule 1, Item 18 of the Electoral and Referendum Regulation 2016 (Cth) - excerpt below. - preventing and detecting fraud relating to identity or incorrect payments, or
- identifying or locating clients for debt management, determination or correction purposes, or
- undertaking compliance, investigation or enforcement activities relating to the Chief Executive Medicare's functions under section 5 of the Human Services (Medicare) Act 1973, or
- recovering overpayments or other amounts due to the Commonwealth in relation to the performance of the Chief Executive Medicare's functions under section 5 of the Human Services (Medicare) Act 1973
|
2 | Provide staff with a Deed Poll - request form from the Strategic Support and Coordination Positional Mailbox. |
3 | Save completed deed poll(s) in .pdf format 'Deed Poll - NAME_Logon.pdf' and email to Strategic Support and Coordination Positional Mailbox. |
4 | Await further instructions before supporting the staff member to submit an OLS 3 (AEC) resource request in ISP. |
5 | Requests submitted in ISP for OLS (3) AEC will be rejected where there is no record of AEC's receipt of the deed poll. |
6 | End date the resource in ISP immediately when a staff member ceases to perform duties requiring access to Elector Information for the permitted purposes. |
Payment Assurance Operations (PAO) Coordination Team role in provisioning Online Search Facility (OLS) access
Table 3
Item | PAO Coordination Team responsibilities |
1 | Liaise with the Intelligence Branch and email (in bulk), completed deed poll(s) in .pdf format 'Deed Poll - NAME_Logon.pdf' to the Intelligence Branch Coordination team mailbox. |
Intelligence Branch role in provisioning access to OLS
Table 4
| Team | Responsibilities |
| Governance and Relationships Management | - Manage contact with AEC and ensure a copy of the deed poll is emailed to the AEC
- Email confirmation of AEC's formal receipt to the Line Manager along with ISP coding instructions
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| Operational Intelligence (Operations) | - Store copies of signed Deed Polls
- Action OLS 3 (AEC) resource requests submitted in ISP
- Reject requests where there is no record of AEC confirmation and/or where staff have failed to satisfy that they require access for permitted purposes
- Undertake regular audits of access. This may include ceasing the staff member's access to the AEC resource where appropriate
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Intranet links
Privacy and Secrecy Hub
External websites
The Office of the Australian Information Commissioner
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