Job description – Provincial Archivist
Organisation: Society of the Sacred Heart
Area: Archives, Barat House, Digby Stuart College, University of Roehampton, London SW15 5PU
Reports to: Monthly to Executive Director and Quarterly to Provincial
Directly Responsible for: Researchers in the archive
Role Purpose:
To manage and develop the England -Wales Provincial Archives for the Society of the Sacred Heart. To provide excellent communications on matters relating to materials kept within the archives.
Responsibilities:
1. Management and administration of the Society of the Sacred Heart (England-Wales Province) Archives
2. Maintenance of an archive database (CALM) to recognised professional standards
Principal Duties:
1. Updating and maintaining the digitised catalogue of the collections in the archive
2. Receiving records, including in digital form and assorting, arranging and cataloguing these, comprised of a wide range of materials including but not limited to documents and photographs
3. Using archive materials for in-reach work across the wider Society
4. Keeping professional knowledge up to date, including regarding copyright and data protection legislation, through reading and by attending relevant conferences and courses
5. Maintaining retention schedules in collaboration with Society archivists and central administration for all categories of archives in the Society
6. Monitoring and controlling environmental conditions in archival storage areas
7. Reviewing the organisation of the archive, making recommendations and implementing agreed actions
8. Managing the selection and preservation of materials destined for the archive, ensuring that the collections remain up to date and accessible for the future
9. Reviewing storage and conservation arrangements, making recommendations and implementing agreed actions
10. Reviewing access arrangements and actioning these as appropriate
11. Researching and responding to requests for information on historical matters reflected in the archive
12. Researching and sourcing materials from the archive for use in educational displays, virtual exhibitions, talks or presentations for alumnae/i, students and staff of Society schools and RSCJ
13. Maintaining and contributing material to the Province’s social media and website
14. Managing the digitisation of existing records (e.g., photographs) to ensure their longevity and to make them accessible to those with legitimate access
15. Developing policies and procedures governing all aspects of archive management, in accordance with best practice; communicating these and ensuring they are adhered to
16. Interviewing and supervising volunteers, student interns and researchers in the archive
17. Preparing a budget and managing all aspects of budget management accurately and efficiently
18. Attending training sessions, workshops and professional conferences, in agreement with line manager, so as to keep up to date with best practice
19. Maintaining accurate records of enquiries, accessions, researchers/visitors, timesheets, annual leave and all other matters relevant to the archives
20. Undertaking any other duties as may reasonably be required
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