Archive and Records Management Assistant

2 weeks ago

London, United Kingdom Bank of England Full time

**Archive and Records Management Assistant**

**-**
**(**
**008548**
**)**

**Primary Location** UK-ENG-London

**Job** Secretarial and Administration

**Organisation** 331000 - SECRETARYS

**Job Posting** 26-Mar-2023, 8:20:36 AM

**Department Overview**
The Secretary's Department supports the Court of Directors and other key Governing Committees of the Bank.

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.

**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.

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