Archives/Records Assistant

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Location: London WC1X 0DL
Salary: £18,000 - £20,000 (including London weighting)
Contract: Fixed term until 30 September 2009 in the first instance, pension plan and benefits available
Closing Date: 10 October 2008



Background 

This is an exciting opportunity to join a new and highly ambitious organisation. Founded in 2004, The British Postal Museum & Archive (BPMA) cares for the archive and museum collections of Royal Mail. Our Designated Public Record Archive and Museum Collections range from sheets of Penny Blacks, posters and 1930s films, to mobile post offices and telegrams from the Titanic.

We are currently working on a major relocation project to find a new home for the museum and archive.

Purpose of the Job

To assist the Head of Archives and Records Management and Archive Team in the efficient operation of the records centre service and public Search Room and enquiry services, in compliance with established best practice and The British Postal Museum & Archive’s (BPMA)’s statutory responsibilities under the Public Records Act.

To assist the Catalogue Manager in the cataloguing of public record material.

The post is intended as pre-course experience for potential applicants to a postgraduate programme in archives and records management. The post will operate on a rota basis.

Job specification


Records Centre Operation:

  • Assist in the day-to-day operations of the management of Royal Mail's off-site storage contract and file registry
  • Register, index and classify new files created by Royal Mail on a central records management database
  • Process requests for retrieval and return of records from off-site storage
  • Process records for review or destruction as required and in accordance with established procedure
  • Answer user enquiries and requests relating to records management services
  • Maintain a high standard of quality of accuracy of data on the records management database through regular audit and control of data input
  • Keep adequate records, collate statistical data and prepare written reports as required by your line manager

Search Room Operation:

  • Staff the public reception area, ensuring that all visitors to the building have signed in and all entrance and exit security procedures are followed.
  • Provide assistance for new users, explaining how to use Search Room services and facilities.
  • Maintain the database of all visitors to the Search Room and enquiries received/processed.
  • Invigilate members of the public in the Search Room, ensuring that Search Room rules are followed at all times and that the area is never left unattended.
  • Provide assistance to Search Room users as required, giving advice and guidance on how to use the Search Room and which series of records may be appropriate. Training will be given.
  • Photocopy records for members of the public on request, ensuring that the BPMA's Copyright and Reprographics policies and procedures are followed at all times and that accurate records of all photocopies are maintained.
  • Operate the Search Room sales point, adhering at all times to BPMA policy with regard to security of keys and cash, security of stock and maintaining accurate sales and stock records.

Access to Records:

  • Retrieve records from the archive store on request from members of the public or BPMA staff, and return records once used on a daily basis and in line with BPMA security and collections management policy.
  • Maintain accurate records of all retrievals and returns.
  • Ensure that members of the public are not given access to any closed or uncatalogued records unless permission from the Head of Archives and Records Management has been given.

Enquiries:

  • Answer written and telephone enquiries from internal and external users in line with BPMA service standards and applicable legislation.
  • Maintain accurate records of all enquiries received and processed, including logging enquiries onto the Enquiries Database as required.
  • Open, process and distribute mail around the BPMA.

Cataloguing:

  • Compile descriptions of historical records as directed by the Catalogue Manager.
  • Input descriptions into CALM database.
  • Process and package records and objects in accordance with BS5454:2000 and other archive/museum best practice guidelines, or as directed.

Knowledge and awareness of standards/legislation:

  • To be aware (or become aware) of all unit policies with regard to security, health and safety, financial transactions, cataloguing guidelines and standards, public use of records and use of Search Room facilities, and ensure that these are adhered to.
  • To be aware (or become aware) of all service standards that apply to Search Room activities and ensure that services provided to internal and external customers meet these standards at all times.
  • To be aware of applicable legislation and how it impacts on Search Room activity, including the Disability Discrimination Act, Copyright Act, Public Records Act and Freedom of Information Act. Guidance will be provided.
  • To develop a working appreciation of records and collections held and the way in which they may be used to meet customer needs.

The postholder will be expected to monitor and report on their work as directed by the Archivist (Records Management). 

The postholder will be expected to work to office guidelines on handling, health and safety, lone working, etc., as advised, taking responsibility as appropriate.

Person Specification

General Skills

  • Good customer facing skills.
  • Excellent written and verbal communication skills.
  • High level of accuracy and attention to detail.
  • Team working skills.
  • Ability to work to deadlines
  • High degree of security awareness

Qualifications

  • A degree at 2:1 level or above in a relevant subject should be held or expected.
  • Proven experience of IT and keyboard skills with good clerical skills and a high level of accuracy.
  • Support will be provided for learning skills that will assist in the performance of the role.

Experience

  • Some experience of researching from archival or historical sources.
  • Experience of the creation of statistics, particularly in Excel and Access would be advantageous

Knowledge

  • Some knowledge of archival best practice relating to preservation of and access to historical records, records management principles and cataloguing
  • Some knowledge of the key implications of the Public Records Acts and Freedom of Information Act.

Working Hours

36 hours a week, flexible between 8.30am and 5.30pm. Some weekend working will be required (this will be arranged in advance). When it is required, the following Monday-off-in-lieu will be given. This day can be varied at the discretion of the line manager. We are open Thursday evenings until 7pm, and there is a staff rota for this cover. The postholder may be required on occasion to attend outside of the hours above, for example for staff meetings. Variations of the hours can be made at the discretion of the line manager.

Salary and Pension


£18,000 - £20,000pa. dependent on experience and qualifications. Fixed term until 30 September 2009 in the first instance. The BPMA offers a pension scheme that you will be eligible to join after 3 months continuous service.

Annual Leave


22.5 days per year, plus statutory holidays. The leave year runs from 1 April to 31 March, and leave will be awarded on a pro-rata basis for any incomplete years.

Application


Please apply by CV and covering letter to:

Vicky Parkinson
Head of Archives & Records Management
British Postal Museum & Archive
Freeling House
Phoenix Place
London
WC1X 0DL

E-mail: vicky.parkinson@postalheritage.org.uk

Tel: 020 7239 2128
Fax: 020 7239 2576

Please note that only those applicants shortlisted for interview will be contacted.