The National Archives, UK
Archive Management Team Manager
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Job Overview
Salary: £30,209 per annum
Contract type: permanent
Band: D(EO) to E(HEO) progression role
Closing date: Thursday 15th October at midnight
Join Our Dynamic Archive Management Team!
Are you ready to take on a pivotal role in our Archive Management team? We are seeking a passionate and driven manager to oversee large-scale document moves and lead a team of up to eight talented individuals. If you have the potential to manage and develop teams, even if you haven't yet had the chance to demonstrate it, we want to hear from you!
Progression Opportunity
This is not just a job; it's a career progression opportunity! After successfully completing a 12-24 month development plan, you will be promoted to the senior position of Archival Storage Manager. The development plan includes comprehensive training and hands-on experience. During this development period, you will build a good understanding of our data, learn to manipulate it in Excel, and present it via Power BI, all while honing your people management skills.
What We’re Looking For
As a custodian of over 1000 years of iconic national documents, we need someone who is highly motivated, can stay calm under pressure, and has a proven track record of meeting deadlines. You should be a team player with excellent interpersonal skills and a methodical approach.
Collaborative Environment
You will work collaboratively with other managers and both internal and external stakeholders in a bustling environment. Your mission will be to deliver data-driven storage solutions that support both day-to-day operations and large-scale document accessions to The National Archives.
Why Join Us?
Join us in beautiful Kew, just a 10-minute walk from the Overground and Underground stations. Enjoy a range of benefits including a Civil Service Pension, discounts at local businesses, wellbeing resources, and access to our on-site gym, restaurant, and staff bar.
Work Schedule
This is an onsite role with a standard working pattern of Monday to Friday, plus overtime every third Saturday. Every six weeks, you will be on a late rota, working from 10:50 am to 7 pm on Tuesdays and Thursdays. Additionally, you will visit our offsite storage facility twice a year, which may require an overnight stay.
If this sounds like the perfect opportunity for you, apply now and become a part of our dedicated team at The National Archives!
Job Description
Archive Management Team Manager (band D)
Job Purpose
The Document Services Department (DSD) is responsible for the storage and production of The National Archives (TNA) collection and is the first point of contact for users and visitors to the archives. The collection currently exceeds 17 million documents and expands each year.
The Archive Management Team is a key strategic contributor to the expansion of The National Archives’ collection; all documents which are accessioned and all those which are moved from Kew to our offsite storage facility in Cheshire go through the team.
In addition to large-scale accessions, such as the Ministry of Defence service personnel records, the Archive Management Team is also closely involved in business-as-usual accessions from government departments (c1.5-2.0km per annum) and document relocations between the repositories at Kew and our offsite storage facility throughout the year.
The post holder would work closely with other managers, flexing resource to ensure that all of the work of the business area is adequately covered and remaining fully up to date on the work of other teams so that they can cover and provide direction as appropriate. The post holder should also be eager to improve and develop the team and processes; with the role offering the chance to work with colleagues across The National Archives, external stakeholders and contractors.
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Additionally, the post holder would lead on communicating document moves to internal and external stakeholders and strategically engaging with public and staff user groups, moving the team to a proactive engagement model.
Role and Responsibilities
- Maintaining an audit trail of all document moves; liaising with colleagues, other departments and external contractors as required
- Line management of the team; motivating staff to deliver against agreed objectives and in line with The National Archives performance management framework
- Proactively overseeing the work of the team; anticipating workload and effectively delegating tasks
- Ensuring team members are trained in all aspects of their role, and are confident and capable of taking on delegated tasks
- Supervising contractors on a regular basis; providing clear instructions, oversight of the work being carried out and following up on any outstanding issues
- Accurately updating in-house databases (DORIS/Surveyor) to ensure excellent archival management
- Analysis of routine data in order to find storage solutions and solve problems. Ability to make data-informed decisions within defined guidelines and with minimal supervision. Acting upon the data to physically re-locate documents.
- Communicating with internal and external stakeholders on forthcoming offsite document moves. Proactively providing regular updates and engaging with public and staff user groups. Responding to, or contributing towards responses to, feedback from users.
Working Conditions
- Display Screen Equipment user
- Relocating and reconciling historical document moves. Individual documents may weigh up to 30kg consisting of various physical types and materials (manual handling equipment and training provided).
- May come into contact with distressing material.
Person Specification
Essential Criteria
- The potential for managing and developing a team
- Excellent communication and interpersonal skills
- Demonstrable experience of liaising with internal and external stakeholders, including the supervision of contractors
- Strong influencing and negotiation skills with the ability to be flexible
- Proven ability to proactively manage own workload, as well as that of others, to deadline in a demand-led environment
- Strong analytical skills with experience of using routine data to make decisions in consultation with other managers
- High level of attention to detail and the ability to maintain accuracy across sustained periods
Desirable Criteria
- Experience of responsibly handling sensitive information in line with established guidance
- IT literacy, with experience of using MS Office (particularly Excel, Outlook and Teams) and the ability to learn new computer systems
Other Requirements
- Full time (Mon-Fri), plus overtime on one Saturday in three. To include Tuesday/Thursday working on the 10:50-19:02 roster every six weeks.
- Must be prepared to travel to other sites as required.
- Occasional overnight stays may be required.
Archival Storage Manager (band E)
Job Purpose
The Document Services Department (DSD) is responsible for the storage and production of The National Archives (TNA) collection and is the first point of contact for users and visitors to the archives. The collection currently exceeds 17 million documents and expands each year.
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The Archive Management Team is a key strategic contributor to the expansion of The National Archives’ collection; all documents which are accessioned and all those which are moved from Kew to our offsite storage facility in Cheshire go through the team.
In addition to large-scale accessions, such as the Ministry of Defence service personnel records, the Archive Management Team is also closely involved in business-as-usual accessions from government departments (c1.5-2.0km per annum) and document relocations between the repositories at Kew and our offsite storage facility throughout the year.
The post holder would work closely with other managers, flexing resource to ensure that all of the work of the business area is adequately covered and remaining fully up to date on the work of other teams so that they can cover and provide direction as appropriate. The post holder will be required to take an active role in improving and develop the team and processes; with the role offering the chance to work with colleagues across The National Archives, external stakeholders and contractors.
Additionally, the post holder would lead on communicating document moves to internal and external stakeholders and strategically engaging with public and staff user groups, moving the team to a proactive engagement model.
Role and Responsibilities
- Maintaining an audit trail of all documents; liaising with and providing information or guidance to colleagues, other departments and external contractors as required
- Line management of the team; recruitment, supervision and development to motivate staff to deliver against agreed objectives and in line with The National Archives performance management framework
- Proactively and independently overseeing the work of the team; anticipating workload and creating project plans with deliverable milestones which align with departmental and organisational strategies
- Developing and enhancing The National Archives’ archival storage processes using data and developing sector practices
- Ensuring team members are trained in all aspects of their role and are confident and capable of taking on delegated tasks. Providing coaching to develop staff within their roles.
- Supervising contractors on a regular basis; providing clear instructions, oversight of the work being carried out and following up on any outstanding issues
- Accurately updating in-house databases (DORIS/Surveyor) to ensure excellent archival management
- Analysis of routine data in order to find storage solutions and solve problems. Ability to make data-informed decisions within defined guidelines without supervision. Acting upon the data to physically re-locate documents.
- Communicating with internal and external stakeholders on forthcoming offsite document moves. Proactively providing regular updates and engaging with public and staff user groups. Responding to, or contributing towards responses to, feedback from users.
- Assist in planning and executing the reorganisation of the archives to align with document usage trends and enhance overall efficiency.
- Responding to suggested document transfer plans; ensuring that they can be executed by allocating appropriate resource and storage space and negotiating when necessary to ensure the safety of the collection
Working Conditions
- Display Screen Equipment user
- Relocating and reconciling historical document moves. Individual documents may weigh up to 30kg consisting of
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