Job Description
Job Title: Archivist/Records Manager
Department: Library
Directorate: Development
Responsible to: Librarian
Job Description
Key Purpose of the Job
To provide a high quality archive service and to ensure that ZSL’s records are preserved and can be accessed. This is a service to key stakeholders both internally and externally.
Contributing to the provision of a Library and information service in particular acting as a focus for information about the archives and history of ZSL.
Responsibility for Resources
People
No direct line management responsibility but responsible for assisting in coordinating the work of the 10 Library Volunteers when their tasks involve handling archival materials such as rehousing letters or historic photographs, surface cleaning archives etc.
Directs role of the Library Assistant with respect to scanning items from the archives, photographing historic material and adding these as appropriate to the in-house image library which will become publically accessible in 2017.
Other
Sole responsibility of management of ZSL archives i.e. the administrative records of ZSL, an important part of ZSL’s history and memory. They include letters from many noted zoologists of the past. The role includes appraising, sorting, organising, cataloguing, and conservation.
Providing advice to other staff about their departmental records and cataloguing these if transferred to ZSL Library.
Managing items of `zoophemera’ relating to ZSL and historic photograph collection
Financial resources
Responsible for expenditure on archives/conservation approx. £4,000 per year.
Confidentiality
Many of the archives/records contain confidential or sensitive information and the Archivist/Records Manager must take care not to disclose this information.
The Post Holder also has access to confidential information about employees, Library visitors, Members and Fellows.
Locking and unlocking Library entrances and setting alarms as timetabled or if other members of the Library Team are absent or busy elsewhere.
Has access to sensitive areas within ZSL Offices and must be aware of the security within these areas and liaise with the Finance Department with respect to access.
Main duties and key responsibilities
· Archives - to provide a high quality archive service including responding to enquiries
· Records management - ensure that ZSL’s records are preserved and can be accessed. Establishing a formal records management system and work with other departments across the organisation to implement a system, ensuring retention of essential records both print and born digital
· Acting as the focus for information about the history of ZSL. Responding to enquiries about ZSL’s history, assisting Library visitor researching ZSL’s history, liaising with other departments about ZSL’s history. Liaising with former staff with an interest in ZSL’s history; Zoo historians; academics with an interest in the history of science
· Promoting the use of the archives and ZSL’s history via the ZSL website, blogs, talks, tours etc. to engage with staff, supporters and the public
· `Zoophemera’ – managing and cataloguing
· Historic photographs – managing and developing this collection so that it can be accessed by researchers but also to generate income for ZSL
· Identifying items for digitisation and managing these projects when funding is available
· Assisting in providing a Library and information service. The post holder will spend 36% of the time undertaking Reading Room supervision (this amount increases when other members of the Library Team are absent) as `Duty Librarian’. The Archivist/Record Manager is responsible for the security of library stock (the most valuable asset of ZSL), and must check the credentials of library users and checks the services they are entitled to use and areas they can access; is responsible for the safety of all library users e.g. in the event of fire. Keeps track of the visitors in the library and people accessing the basement areas; records library use; deals with the issue and return of material borrowed by library users; assists library visitors in making effective use of the library, explaining the use of the catalogues, computer, scanner; deals with payments from sales of duplicate books, card sales etc.
· Liaise with Animal Registrar with respect to historic animal information
· Assist in developing a ZSL intranet
· Talking to regular groups visiting ZSL Library for `close-up tours’ – usually at least one per month
· Representing ZSL externally in archive and record management groups such as AIM25.
Building relationships
· Across ZSL to work with other Departments to ensure they maintain essential records, comply with the records management policy, and use the post holder as a ZSL history specialist. This will require tact and sensitivity as well as possibly needing to persuade staff to change procedures
· Providing an effective and helpful service to Library visitors and have a keen awareness of customer care
· Acting as a focal point for zoo historians and academics with an interest in the history of science. Promoting ZSL to these groups and encouraging them to make use of our resources
· Assisting the Communications department, as required, in talking to members of the press.
Mental Demands
· Appraises material for accessioning to ZSL archives, decides what should be retained and what should be discarded.
· Records management – establishes policy and retention periods
· Storage – arranges material and catalogues to increase accessibility and needs to be creative in finding storage solutions.
· Requires an attention to detail, particularly in cataloguing material so that consistency is achieved
Flexibility
· Must expect to be constantly interrupted to meet needs of Library visitors or other operational requirements.
Working Conditions
This post is based in ZSL Library at Regent’s Park however the role will also involve occasional visits to ZSL Whipsnade Zoo.
Core hours are 9.30am to 5.30pm weekdays as this is the opening hours of ZSL Library. Half an hour per day is worked in addition to these hours i.e. 37.5 hours per week. With the occasional need to work weekends or evenings.
Expectations of job holder
· To ensure that the policy for equality of opportunity is adhered to and promoted in all aspects of the post holder’s work.
· To ensure effective quality control and continuous improvement in all aspects of the work and responsibilities attached to this post.
· Demonstrate professionalism towards sensitive and confidential information.
· To comply with and promote Health and Safety policies and procedures and to undertake recommended Health and Safety training as and when necessary.
· To be committed to professional self-development, through participation in in-service training as necessary for the successful carrying out of the job.
· To undertake such other duties as are commensurate with the grade of the post.
NB: This job description is designed to outline a range of main duties that may be encountered. It is not designed to be an exhaustive list of tasks and can be varied in consultation with the post holder in order to reflect changes in the job or the organisation.
Person Specification
Qualifications & Experience
· Educated to degree level or equivalent with postgraduate qualification in Archives/Records Management
· Previous experience in an Archivist/Records Management role preferably in a learned society, charity or academic environment.
Knowledge
· Knowledge and experiences of archive and records management principles and practice
· Experience of cataloguing and knowledge of ISAD(G) rules
· Experience of dealing with archive enquiries
· Knowledge of key legislation relating to archives such as Data Protection, Copyright, Freedom of Information
· Previous experience of public and supporter engagement through talks, displays etc.
· Experience of managing digitisation projects.
Skills & Abilities
· IT literate with skills in MS office packages
· Previous experience of cataloguing and cataloguing software/Library management systems preferably EOS web
· Ability to communicate effectively both verbally and in writing
· Awareness of good customer care and ability to deal with a wide range of stakeholders
· Diplomacy and discretion
· Ability to manage competing priorities and work to deadlines
· Ability to work as part of the Library team to provide an effective Library and Archives
· Ability to work with interruptions.