Digital Archive IT Administrator

Vivienne Westwood; Greater London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading British fashion brand is seeking a Digital Archive Administrator to manage their digital archive project. This role involves developing policies, organizing digital files, and collaborating with teams to ensure data accessibility and compliance. The ideal candidate will have experience in digital archiving and a strong understanding of data management systems.

Benefits

Staff discounts

Training

Health & Wellbeing support

Cycle to work scheme

Generous annual leave allowance

Pension Scheme

Opportunity to develop new skills

Qualifications

• At least 2 years of experience in digital archiving.
• Working knowledge of archival standards and digital preservation technologies.

Responsibilities

• Develop and implement policies for managing digital assets.
• Organize and preserve digital files, including documentation and metadata.
• Conduct periodic data migrations and backups.

Skills

Analytical

Organizational

Communication

Tools

Microsoft 365

Power BI

SharePoint

Job description

Vivienne Westwood is one of the most iconic British Fashion Brands who cares and believes in its people and the environment. If you’re interested in being part of an organisation that produces quality products, promotes awareness for a better world, and provides an excellent benefits package to support its employees, keep reading….

We are seeking a Digital Archive Administrator to join our IT team at the Battersea Head Office on a full-time, 12-month fixed-term contract. This role will be instrumental in leading the development and implementation of our digital archive project—ensuring that our data is structured, accessible, and delivers long-term business value.

The successful candidate will be responsible for coordinating and progressing the full lifecycle of digital archiving—from discovery to structuring and enabling data insights.

Overview

KEY RESPONSIBILITIES

• Develop and implement policies and procedures for managing digital assets throughout their lifecycle.
• Organize and preserve digital files, including documentation and metadata.
• Develop and maintain digital archive systems utilizing specialized software and hardware.
• Ensure proper handling, storage, and retrieval of digital assets.
• Conduct periodic data migrations and backups to ensure data preservation and accessibility.
• Collaborate with other staff members to provide access to digital collections.
  
  
  

Phase 1 – Data Discovery & Initial Migration

• Audit and map all existing data across local servers, external drives, SharePoint, and other business platforms.
• Identify priority data that is clearly structured and actively used for initial migration.
• Develop a logical folder structure with naming conventions and basic permissions for NAS, SharePoint, and archive locations.
• Collaborate with departments to validate essential content and remove redundant or obsolete files.
• Establish documentation for data organisation standards and migration approach.
  
  
  

Phase 2 – Advanced Structuring, Tagging & Data Enablement

• Continue migrating more complex or unstructured data while refining folder structures and permissions.
• Implement tagging and metadata strategies to support searchability, governance, and automation.
• Lay the foundation for reporting by connecting organised data with Power BI dashboards.
• Collaborate with teams to define key data points for insights, operational streamlining, and decision support.
• Begin exploring automation and AI use cases using tools like Power Automate.
• Ensure all digital content is cataloged with proper copyright information and usage rights.
• Conduct regular audits to verify that all materials in the digital archive meet copyright and licensing requirements.
• Collaborate with creators and stakeholders to secure permissions and licenses for the use of copyrighted materials.
• Develop and maintain guidelines and best practices for copyright management within the digital archive.
  
  
  

Profile & Key Skills

• At least 2 years of experience in digital archiving.
• Working knowledge of archival standards, metadata, and digital preservation technologies.
• Experience with digital asset management systems and databases.
• Data-driven mindset with a strong understanding of how structured, accessible, and scalable data enables reporting, insights, and operational efficiency.
• Experience organising and managing both structured and unstructured data across platforms like NAS and SharePoint.
• Proficient in Microsoft 365, particularly Excel and SharePoint
• Highly analytical, organised, detail-oriented, and able to document processes clearly.
• Comfortable engaging with stakeholders to understand data use and storage needs.
• Strong interpersonal and communication skills, capable of translating technical concepts into practical outcomes.
• Able to work independently, prioritise effectively, and manage time with minimal supervision.
  
  
  

(Please note this is not an exhaustive list of duties and you may be required to perform additional duties to fulfil the requirements of the role)

Benefits

• Staff discounts
• Training
• Health & Wellbeing support (includes Private Medical Health Insurance, EAP, Gym Discounts, Access to Financial Planning Service, etc.)
• Cycle to work scheme
• Generous annual leave allowance
• Pension Scheme
• Opportunity to develop new skills and progress in your career
• Opportunity to work for a company that cares and believes in its people and the environment
  
  
  

Applications may close before the deadline, so please apply early to avoid disappointment.

Vivienne Westwood is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local government laws.

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