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Archive and Records Management Assistant

Are you interested in a career in archives and/or records management? We are looking to recruit two post-graduate trainee Archive and Records Management Assistants. This is a full time position. It is offered as a fixed term contract expected to start in September 2023 for 23 months.

The successful applicants will also gain a place on the University of Dundee’s distance learning Postgraduate Diploma in Archives and Records Management (starting September 2023). The trainees will be responsible for funding their own studies. We will provide them with the skills and experience they need in a supportive environment to successfully complete the Diploma over two years.

Department Overview
The Secretary's Department supports the Court of Directors and other key Governing Committees of the Bank.The Secretary is the Bank's Conflicts Officer, and Secretary's Department is responsible for the application of the Conflicts of Interest Codes applying to the Bank's policy committees, and has responsibility for the individual conflict of interest policies that are reflected in 'Our Code', and for the provision of advice.

The Archive and Records Management teams are both part of the Secretary’s Department which also includes the Bank’s Information Centre.

Team Overview
The Bank of England Archive is one of the finest business archives in the country and is of national and international importance. The Archive holds over 100,000 items covering all aspects of the Bank’s history and operations since it was established in 1694. As well as meeting the internal needs of the business, the Archive is open by appointment to external researchers. The team comprises the Archive Manager, who is an historian, four professional Archivists, and the trainee Archive and Records Management Assistant.

The Bank Records Management team is responsible for maintaining and improving the Bank’s information and records management-related policies and guidance and the tools used to support them. This enables the Bank to meet its operational and legal requirements. Both paper and electronic records are managed by the team, which comprises the Bank Records Manager, Senior Records Officer, Records Officer and the trainee Archive and Records Management Assistant. The team works closely with, and supports, a network of Business Area Records & Information Administrators.

Job description
The trainees will support the work of both teams on rotation, gaining experience of both archive and records management work. They will be able to develop relationships with colleagues at various levels throughout the organisation. Appropriate training will be provided and there will be opportunities to attend archive and records management related events.

The Bank offers flexible working arrangements for all staff, subject to the requirements of the role.

Key Responsibilities

Archive duties:

• The trainee will participate in all aspects of the day to day work of the Archive, including:
• Assisting in the running of the public research service, including supervising researchers, responding to enquiries, retrieving and re-shelving material stored in the onsite strongrooms. The Archive also works closely with other areas of the Bank, answering enquiries and undertaking research where necessary.
• Reviewing and cataloguing using CALM.
• Conservation.
• Transfer of records from Records Management to the Archive.
• A range of work designed to improve the Archive’s profile, including outreach activities.
  

Records Management duties:

The trainee’s main responsibility will be to run the Bank’s paper records service and manage these records throughout their lifecycle, with some electronic records management. This will involve:

• Opening the in-house records centres for internal customers to deposit new paper records and collect or return requested records
• Monitoring and actioning customer requests for records stored on-site and off-site and ensuring their timely return
• Actioning the disposal of all paper records approved for destruction as part of the quarterly review process
• Facilitating the regular maintenance of the records centres
• Running quality control checks to ensure the accuracy of all the above tasks
• Running metadata integrity checks for electronic records
• Ad hoc activities and project work to ensure the smooth running of the paper and electronic records service
• Extensive use of the Bank’s Records Management database (Autonomy Records Manager) to carry out all activities

Role Requirements
Minimum Essential Criteria

• An undergraduate degree or significant relevant experience in an archive or records management environment.
• A demonstrable interest in a career in archives and/or records management (e.g. having worked or volunteered in this environment)
• Confidence climbing stepladders and lifting and carrying files and boxes
• An ability to follow documented procedures
• Good general IT knowledge (Windows, MS Office products)
• Well-developed time management and organisation skills
• Ability to manage workload and meet agreed deadlines
• Self-motivation with the ability to work independently and as part of a team
• Accuracy and attention to detail
• The ability to communicate with confidence at all levels

Desirable Criteria

• Experience of dealing with the public and/or with customers

The Bank values diversity and inclusion – we want to reflect the society we serve better, we want the best people to work for us and we want our workplace to be inclusive. We value all forms of diversity, including but not limited to age, disability, ethnicity, gender, gender identity, race, religion and sexual orientation. One way we support diversity and inclusion is through our staff-run networks, which are summarised here.

We are fully committed to having a diverse and inclusive working environment, and are open to considering how the role might be carried out with flexible working, subject to meeting operational requirements.

We are also committed to making adjustments for candidates and employees where possible, and have partnered with external expert organisations to support us in this. We are a member of the Disability Confident scheme, summarised here, and people who wish to apply under this scheme should check the box in the ‘Candidate Personal Information’ under the ‘Disability Confident Scheme’ section of the application.

Where a role can be carried out from home, we are working towards colleagues spending at least half of their time in the office, so that we can all benefit from working together in person, while maintaining the flexibility offered by home working. From 6 June 2022, we expect colleagues to spend a minimum of 40% of their working time in the office per month. Subject to that minimum requirement, individuals and managers should work together to find what works best for them and their team.

We anonymise applications so hiring managers will not be able to see your personal information when reviewing your submission, including your CV. Please fully complete the application form questions as requested, as any incomplete submissions may not be reviewed.

The Bank of England is a distinctive institution and our rewards are one of the things that set us apart. As well as enjoying a competitive salary you will work in a collaborative, inclusive environment, with a subsidised restaurant, flexible working opportunities and plenty of wellbeing initiatives.

This specific role offers a base salary of £23,660 per annum on a full-time basis.

In addition we also offer a comprehensive benefits package as detailed below.

• A non-contributory, career average pension giving you a guaranteed retirement benefit of 1/95th of your annual salary for every year worked. There is the option to increase your pension (to 1/50th) or decrease (to 1/120th) in exchange for salary through our flexible benefits programme each year.
• A discretionary performance award based on a current award pool.
• A 7% benefits allowance with the option to take as salary or purchase a wide range of flexible benefits. (Note that from April 2023 and for the Benefits year 2023/24, this will increase to 8%)
• 26 days annual leave with option to buy up to 12 additional days through flexible benefits. (Note: effective from April 2023)
• Private medical insurance and income protection.

Employment in this role will be subject to National Security Vetting clearance and the passing of additional Bank security checks in accordance with Bank policy from time to time. Further information of vetting and security clearance requirements for the role will be provided to the successful applicant. Further information about how the Bank processes personal data for these purposes, is set out in the Bank’s Privacy Notice at Privacy and the Bank of England | Bank of England.

The closing date for applications is 16 April 2023.

Please apply online, ensuring that you answer the application questions, complete the work history and submit your CV.