Archivist

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:

• Management and administration of the Society of the Sacred Heart (England-Wales Province) Archives
• Maintenance of an archive database (CALM) to recognised professional standards

Principal Duties:

• Updating and maintaining the digitised catalogue of the collections in the archive
• 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
• Using archive materials for in reach work across the wider Society
• Keeping professional knowledge up to date, including regarding copyright and data protection legislation, through reading and by attending relevant conferences and courses
• Maintaining retention schedules in collaboration with Society archivists and central administration for all categories of archives in the Society
• Monitoring and controlling environmental conditions in archival storage areas
• Reviewing the organisation of the archive, making recommendations and implementing agreed actions
• Managing the selection and preservation of materials destined for the archive, ensuring that the collections remain up to date and accessible for the future
• Reviewing storage and conservation arrangements, making recommendations and implementing agreed actions
• Reviewing access arrangements and actioning these as appropriate
• Researching and responding to requests for information on historical matters reflected in the archive
• 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
• Maintaining and contributing material to the Province’s social media and website
• Manage the digitisation of existing records (e.g. photographs) to ensure their longevity and to make them accessible to those with legitimate access
• Developing policies and procedures governing all aspects of archive management, in accordance with best practice; communicating these and ensuring they are adhered to
• Interviewing and supervising volunteers, student interns and researchers in the archive
• Preparing a budget and managing all aspects of budget management accurately and efficiently
• Attending training sessions, workshops and professional conferences, in agreement with line manager, so as to keep up to date with best practice
• Maintaining accurate records of enquiries, accessions, researchers/visitors, timesheets, annual leave and all other matters relevant to the archives
• Undertaking any other duties as may reasonably be required