Job Description

Job Title:Archives Administrator

Department:Archives Centre

Responsible to:Director of the Archives Centre

15-22.5 hours per week

The Churchill Archives Centre is a major national archive repository, housing the personal papers of many prominent twentieth century politicians, service chiefs, diplomats, civil servants and scientists. It boasts, among others, the archives of Sir Winston Churchill, Baroness Thatcher and Sir John Major.

The Archives Administrator supports the Director of the Archives Centre and the Senior Management Team, and provides secretarial support for the various trusts and committees to which the Director reports.

The Archives Administratorplays a vital co-ordinating role within the Archives team. She/he has responsibility for co-ordinating events, ensuring that the Archives Centre’s calendars and duty rotas are updated, and ordering and purchasing all office and specialist supplies. The post holder is responsible for ensuring that all administrative systems arekept up to date. She/he co-ordinates the centre’s occasional public events.

The position is essential to the smooth running of the Archives Centre.

Duties and Responsibilities

  1. Handling routine correspondence, drafting reports, spreadsheets and databases.
  2. Acting as first point of contact for the Archives Centre and filtering emails; assisting with routineArchives Centre communications to patrons, donors, friends and supporters; and scheduling internal and external contractors.
  3. Administration (including staff records, reading room rotas, dealing with purchase orders and invoices). Acting as a central information point for staff and managing the shared Archives Centre calendar.
  1. Taking minutes for the Sir Winston Churchill and Margaret Thatcher Archive Trusts, the College Archives Committee, departmental staff meetings and organising papers and meetings for these bodies.
  1. Assisting with the organisation of visits, exhibitions and other events, including the biennial Roskill Memorial Lecture. There are on average one or two major events per year plus smaller events.
  1. Liaising with College Departments.
  1. Filing and liaison with the College Archivist/Records Manager to ensure proper recordkeeping within the department.
  1. Participation in team projects and other duties as required by the Director of the Archives Centre.

Education/ Qualifications

  • Good general standard of education, with English and mathematics at GCSE or equivalent standard (essential)

Experience

  • Experience of working in an administrative or personal assistant role (essential)
  • Experience of taking minutes (desirable).

Skills/Ability/ Knowledge

  • Excellent administrative and organisational skills (essential)
  • Ability to keep accurate electronic and written records (essential)
  • Good verbal and written communication skills (essential)
  • Ability to deal with a wide range of people (essential)
  • Ability to manage own time and workload effectively (essential)
  • A good understanding and experience of word-processing, database and spreadsheet packages including Microsoft Office applications (essential)

Personal Qualities/ Attributes

  • Ability to work on own initiative
  • Ability to work accurately
  • Ability to maintain confidentiality
  • Ability to remain calm under pressure

Salary and Benefits

The role has been evaluated at Grade 3 on the College’s pay scale. The Full Time Equivalent salary range on appointment will be £20,007 to £23,121 per annum depending on experience.

This is a part-time role, working between 15 and 22.5 hours per week. The working pattern will be agreed between the post-holder and the College. Benefits include a generous pension scheme, healthcare cash plan, free meal on duty, use of sport facilities including on-site gym and free parking on site.

This job description will be reviewed periodically when additions and amendments may be made.