Job Ref: 212666762

Date: 2020-10-29 10:02:37

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The role deals with the entire lifecycle of records and other types of information created by each entity; records management systems, standardising records creation and filing practice, ensuring best practice, managing and where necessary, adapting, hybrid paper and electronic filing systems, managing the EDMS, provision of archive services including cataloguing, appraisal, answering enquiries, assisting researchers both onsite and remotely and assisting with digital preservation.

Overall Responsibilities

 Digital information management tasks, including: appraising and ingesting records into the digital preservation system; and assisting in the development of robust systems to manage and preserve our digital information, records and archives.

 Assisting with the implementation and maintenance of SharePoint EDMS

 Assisting with the development of robust systems to manage and preserve our digital information, records and archives

 Providing excellent administrative support to users across the organisation

 Assisting in training to deliver records management guidance and best practice 2

 Support maintenance of the Contracts Register, work with all departments to ensure that information is being recorded in a timely and consistent manner

 Records Management tasks, including: managing records transfers to and retrieval from the records management store at Windmill Hill; assisting with records management projects

 Support implementation of retention and disposal schedules with the Head of Archives and Records

 Enquiry and research tasks: answering enquiries whether by email, telephone, letter or in person; supervising of researchers in the Reading Room; and producing documents from the strong rooms/repositories.

 Archives administrative tasks, including: listing of records for appraisal purposes in line with the organisation retention schedule and agreed principles; cataloguing and describing archives in line with professional archival standards; preparing finding aids; basic collections preservation; assisting in the management and training of volunteers; providing access to reference collections; supporting the production of exhibitions, study sessions and events.

 Supervise and manage the work of volunteers in the department including ensuring they understand the task they are doing and have the necessary training, tools and resources to carry it out.

 Support management routines, for example arranging meetings, organising and circulating the agenda and taking minutes. Ensuring follow up on action points is achieved in a timely manner

 Build excellent working relationships with the IT department.

 Support the work of the Head of Archives & Records in building positive relationships across the organistion

 Support the work of the Head of Archives & Records in delivering the strategic plan regards high quality archives and records management

 Office tasks: fielding phone calls; document management within the office; copying documents and images for researchers; ordering supplies; booking appointments for researchers.

 Outreach tasks, including: participating in public and private events, study sessions and educational activities as appropriate.

Knowledge, Skills and Experience

You should be flexible, proactive, have excellent organisational, communication and interpersonal skills and be able to demonstrate a sound problem-solving approach in your work

You will have:

 a recognised qualification in archive administration or records management (or equivalent demonstrable experience)

 Knowledge of current archival and records management professional standards

 An understanding of digital preservation principles

 Familiarity with the museums or heritage sector would be an advantage

 Experience of working in archives or records management

 Knowledge of EDRMS (particularly SharePoint) and/or archive cataloguing systems  Attention to detail and accuracy

 Customer service experience

 Strong written and verbal communication skills

 A driving licence due to work on multiple sites

This job includes manual handling and the use of step ladders

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