Archives and Records Management Assistant (Graduate Trainee)

targetjobs UK; London; On-site; GBP 17,000; Part time

Job summary

Westminster School seeks an Archives and Records Management Assistant (Graduate Trainee) to support the Head Archivist. This part-time position offers invaluable experience, training opportunities, and the chance to study for a postgraduate qualification in the field. The role involves managing records, caring for collections, and assisting with outreach efforts.

Benefits

Free school meals when on site

Generous School pension scheme

Free access to leisure facilities

Cycle to Work Scheme

Private medical insurance (opt-in)

Discretionary Christmas shutdown period

Qualifications

• Recent graduate with a desire to pursue Archives and Records Management.
• Willingness to undergo further training.
• Ability to manage records and assist with archiving tasks.

Responsibilities

• Assist with surveying records and managing archiving.
• Cleansing data in electronic catalogues under supervision.
• Support digital archiving and assist in exhibitions.

Skills

Attention to detail

Communication

Education

Graduate or postgraduate qualification in Archives and Records Management

Tools

Microsoft Excel

AtoM software

Archivematica

Job description

The Archive cares for and promotes use of the school's heritage collections, which include records, rare books, works of art and artefacts. It also works to improve records management throughout the organisation. The Archives and Records Management Assistant (Graduate Trainee) will support and work alongside the full-time Archivist and Records Manager. This role is intended for a graduate who wishes to gain archive experience before or whilst undertaking a postgraduate course in Archives and/or Record Management. Opportunities for training and professional development will be provided.

Main Responsibilities

Westminster School is committed to developing its archives and records management throughout the organisation. During the contract, the post holder will receive training from their line manager, a qualified Archivist and Records Manager, to help equip them to apply for, or complete, a recognised postgraduate Archives and Records Management course or similar sector qualification.

Records Management

• Assist with surveying records and destroying those not required for permanent preservation in line with the School's Records Retention Policy.
• Caring for the Collections (training will be given)
• Cleansing of existing data held in the School's legacy electronic catalogues (based in Microsoft Excel), under the supervision of the Archivist.
• Assist with the sorting and listing of the physical archive collections to professional standards (International Standard for Archival Description) using AtoM software and in accordance with the Archive's own practices (training will be given).
• Support the Archivist in developing the School's digital archive of electronic records, using the digital preservation tool Archivematica.
• Assist with the storing and re-packaging of collections in line with best practice methods.
• Assist in monitoring environmental conditions in the Archive's stores.
  
  

Access and Outreach

• Respond to enquiries relating to archives and records management from internal and external parties and, where appropriate, supervise researchers.
• Support the provision of co-curricular opportunities for pupils to become involved in the archive, through the School's existing channels, such as Lower School Activities, Options and the voluntary programme.
• Assist the Archivist in the preparation of exhibitions.
• Produce articles and social media posts to promote the School's collections to a variety of different audiences.
  
  

General

• Continue developing professional knowledge and skills through involvement with the School Archives and Records Association, the Archives and Records Association and other networking groups and undertaking relevant additional training.
• Any other duties that may be reasonably requested by the Archivist and Records Manager.
  
  

Equal Opportunities

We are an equal opportunities employer. We therefore encourage candidates to apply irrespective of age, disability, marriage or civil partnership status, pregnancy or maternity, race, religion and belief, gender identity, sex or sexual orientation.

Safeguarding and Child Protection

Westminster School is committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.

About The School

Westminster School is a busy, purposeful and vibrant place to be and an excellent workplace. The community is made up of 750 pupils, 120 teaching staff and 108 support staff.

Westminster School is friendly and welcoming, and all newcomers quickly become part of the rhythm of life here.

There is a real sense of community here as, being a boarding school, many members of staff and pupils live on site, and the School's premises are very much treated as a home away from home. School life starts before breakfast and continues way beyond the working day; as a result, there is always a lively atmosphere in and around the School and always someone to share a tea and biscuit with in the Common Room. Support staff as much as teaching staff are encouraged to embrace the School's day-to-day activities, whether that be attending an evening concert or a morning service in the Abbey.

At Westminster, we will always select the best candidate for every position. We do know, however, that we can only truly choose the best person on every occasion if a broad and diverse pool of candidates see the job advertised and are encouraged to apply.

As such, we continue to work on how our job roles are encountered and particularly welcome applications from groups who have traditionally been underrepresented here.

Westminster School is for everyone, regardless of gender, ethnicity, sexual orientation, or any other protected characteristic. We hope you are encouraged to apply.

Contract

Part-time, fixed term contract of two years. This role is suited to someone wishing to work alongside studying for an Archives and Records Management qualification.

Hours Of Work

Hours of work are 21 hours per week, to be worked at mutually agreed times from Monday to Friday. Core hours are between 09:00 to 18:00, but start and end times can be flexible.

Salary

The salary for this role is £16,200 (actual) based on a full-time equivalent of £27,000 per annum.

The deadline for applications is midday on Tuesday 8th July 2025. Interviews will take place in-person w/c Monday 21st July 2025.

Additional Benefits

• Free school meals when on site
• Generous School pension scheme
• Free access to the School’s leisure facilities, including a fitness gym (restricted hours).
• Cycle to Work Scheme and season ticket loans following completion of our standard probation period
• Private medical insurance (opt-in).
• Discretionary Christmas shutdown period.