Collections Management Assistant

Collections Management Assistant

**Role Purpose**
Provide collection care support for Archives & Special Collections activities. Support access to the University of Glasgow’ world class collection of archives, manuscripts and rare books while preserving collection items for future generations.

**Main Duties and Responsibilities**
1. Oversee the movement and shelving of all ASC collection items for use in research, teaching, digitisation, exhibition and other activities, including supervision of safe transport across sites.
2. Supervise stock assistants to ensure delivery of items, delegating routine tasks to ensure effective service delivery.
3. Assist with the planning of collection moves, and coordinate movement of stock including overall space management across sites, maintaining and updating accurate locations for items using the Collections Management System.
4. Undertake collection repackaging and cleaning activities within the storage areas under the direction of the Preservation Manager
5. Provide day to day support for the delivery and handling of collection items, and in particular large format items such as ship plans, architectural drawings and maps.
6. Gather collection data, including space occupancy and collection usage to identify trends and patterns and inform decision making around collections management projects.
7. Act as keyholder and be main point of contact for building management and maintenance at Thurso St, including undertaking regular environment and buildings checks to ensure the long term preservation of ASC collections, alerting senior staff and commissioning reactive work when necessary.
8. Carry out any other duties as may be reasonably expected as required by line manager.

**Knowledge, Qualifications, Skills and Experience**

**Knowledge/Qualifications**

**Essential**
- A_1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. OR Scottish Credit and Qualification Framework Level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.

**Desirable**
B1 Working knowledge of archives or rare book material and storage environments.
B2 An understanding of heritage collection care practice and principles.
B3 Knowledge and understanding of health and safety legislation and the importance of a safety culture
B4 Qualification in field of information management/library/archive studies or conservation
B5 Understanding of relevant library policies/procedures/systems
B6 Knowledge of Collections Management System EMu

**Skills**

**Essential**
C1 Excellent communication and interpersonal skills (written & oral)
C2 Ability to work independently or as part of a team
C3 Ability to manage own workload
C4 Attention to detail and the ability to work to a high level of accuracy in all work undertaken
C5 Excellent IT skills, including knowledge of Microsoft packages, especially Excel
C6 Good analytical and problem solving capability, and proven skills in planning, organising and prioritising work
C7 Manual handling skills, with the ability to climb ladders, reach and lift boxes and archives
C8 Excellent manual dexterity and the ability to use tools and equipment

**Desirable**
D1 Understanding of space management for storing physical library or archival collections

**Experience**

**Essential**
E1 Relevant experience working with library/archives or comparable heritage materials

**Desirable**
F1 Experience of working in an Archives & Special Collections environment
F2 Experience in handling archives and manuscript or other heritage collection materials
F3 Experience of undertaking preservation/conservation tasks within the heritage sector
F4 Previous supervisory and training experience
F5 Experience of supporting or delivering space maintenance and management projects

**Dimensions**
Archives and Special Collections is home to over 2,000 collections, 200,000 manuscript items and around 200,000 printed works (1,000 of which are incunabula, printed before 1501). Our holdings of medieval and renaissance manuscripts and emblem literature are of international importance, as are our holdings of Scottish business records date which date from the 18th century. The University of Glasgow’s own records date back to 1244 and are an outstanding resource for Scotland’s educational, intellectual, and cultural history.
This postholder will report directly to the Head of Conservation and Preservation as a member of the Collections Management Team which is part of the larger Archives and Special Collections (ASC) team. ASC staff work closely with staff across the Library.
Given the practical nature of the work, the postholder will be expected to work on site. The postholder will be based at the ASC Thurso St site, but will be expected to work flexibly in working across ASC sites (including D