Archives & Special Collections Assistant
University of Glasgow
Glasgow, United Kingdom
6d ago

Job Purpose

To participate in the provision of services by University of Glasgow Archives & Special Collections and NHS Greater Glasgow & Clyde Archive.

Main Duties and Responsibilities

1. Assisting visitors to identify (using source guides and catalogues), and use, the items they require.2. Retrieving items from storage for visitors and staff to consult.

3. Contributing to the long-term preservation of the collections by supervising visitors’ handling of items, maintaining a safe and appropriate reading room environment, and repackaging items in conservation-

grade materials.4. Carrying out reprographics tasks as required.5. Assisting in the answering of enquiries to a consistently high standard to satisfy the research needs of service users.

6. Assisting in the retrieval of semi-current records for University departments and in their destruction once their retention period has expired.

7. Box-listing collections, under supervision.8. Promoting our collections and services through social media.

Knowledge, Qualifications, Skills and Experience

Knowledge / Qualifications Essential A1 Honours degree (or equivalent) at 2 : 1 level or above.A2 The intention of applying for a post-

graduate archive and records management course, or library and information studies course, and making a career in either the record-

keeping or the rare book & manuscript librarianship professions. (Please do not apply if you already have an undergraduate or postgraduate degree related to Librarianship and / or Information Management, or if you have already completed a Library Traineeship).

Desirable B1 An understanding of the impact of Data Protection legislation on archives and special collections work.B2 A demonstrable understanding of archive and special collections work.

Skills Essential C1 Ability to pay attention to detail and work with accuracy.C2 Ability to communicate clearly and effectively, both verbally and in writing.

C3 Ability to work effectively both independently and as part of a team.C4 Time management.C5 Ability to prioritise and problem-

solve under pressure.C6 Numeracy (e.g. for cash handling).C7 Computer literacy.C8 Manual handling.C9 Manual dexterity. Desirable D1 Ability to use archive and / or special collections catalogues.

Experience Essential E1 Interacting with the public in a customer service role.E2 Working in an office environment.E3 Working in an archive, library, museum or other record-

keeping environment.E4 Using social media e.g. Wordpress, Flickr, Twitter, Instagram.

Job Features

Dimensions The Graduate Training Programme is designed to give graduates suitable experience with which to be accepted onto a relevant postgraduate degree course.

Operational : All three trainees work within University of Glasgow Archives & Special Collections. One of the three trainees also works for two days each week at the NHSGG&C Archive.

The Graduate Trainees play a part in providing the following services : At Archives at Thurso St :

  • The Searchroom & Enquiry Service deals with visits, remote enquiries and copy orders from university staff and students and members of the public.
  • The Records Centre team receives new accessions of semi-current records for processing, arranges the destruction of records whose retention period has expired, and retrieves and returns to University administrators files for use in on-going University business.
  • The Cataloguing team describes newly-received archive items (the Graduate Trainee role is to carry out the first stage : box-
  • listing). At Special Collections on level 12 of the University Library :

  • The Public Services team deals with visits, remote enquiries and copy orders from university staff and students and members of the public.
  • At the NHS Greater Glasgow & Clyde Archive at the Mitchell Library :

  • The team facilitates access to the collections by NHS staff, academic researchers and family historians, and carries out cataloguing work.
  • Administrative : Staff are expected to attend (where contract and work commitments allow), contribute to and minute, weekly staff meetings.

    Staff are also expected to attend relevant team meetings. Planning and Organising Responding to requests from service users and colleagues while meeting targets agreed by line managers.

    Decision Making Prioritisation of workload is expected within set targets at individual and team level. The line managers supervise performance.

    Internal / External Relationships Providing good customer service to internal and external visitors and remote service users.

    Problem Solving In the reading rooms trainees may be the first point of contact for users’ questions, in person or by phone.

    Trainees need to be able to trouble-shoot when producing items. Other The Library is strongly committed to CPD, and development opportunities are discussed monthly with personal mentors.

    Standard Terms & Conditions

    Terms & Conditions Salary will be on the Management, Professional and Administrative Grade, level 3, £17,079 - £19,202 per annum.

    Three full-time traineeships are available, to participate in the provision of services, for graduates looking for experience before applying for a postgraduate course and establishing a career in archives and / or special collections.

    The traineeships are fixed-term for 1 year : 1 August 2019 14 August 2020.New entrants to the University will be required to serve a probationary period of 6 months.

    The successful candidate will be eligible to join the National Employment Savings Trust (NEST) Pension Scheme.

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