Preservation Assistant

The Scottish Government; City of Edinburgh; On-site; GBP 20,000 - 25,000; Full time

Job summary

A government organization in Scotland is seeking a Preservation Assistant to work within a supportive team focused on archive preservation. The role involves efficient archive delivery, managing document security, and participating in various archival processes. Ideal candidates should possess a valid UK driving licence and basic digital skills.

Benefits

Flexible working options

Employee benefits

Supportive working environment

Qualifications

• Valid driving licence which entitles you to drive in the UK.
• Experience of basic digital skills.
• Ability to handle archives and manage document security.

Responsibilities

• Provide an efficient and professional archive-delivery service.
• Assist in planned moves of archives on NRS premises.
• Process record transmissions between buildings.

Skills

Basic digital skills

Teamwork

Communication

Education

Valid driving licence

Job description

Job Description

Are you a friendly and enthusiastic person who enjoys working in a team to deliver a high standard of service? If so, the Preservation Assistant role could be a great career opportunity for you.

This post is embedded within Preservation Branch, part of the Customer Service, Operations & Archives Directorate within the National Records of Scotland (NRS). This role offers an opportunity to work in a friendly, supportive team, where you will take part in projects relating to archive preservation, as we continually improve how our 80 km of archives are stored.

The team delivers a service to colleagues and external customers who request archives for research or other service delivery purposes. The team also provide a van service for archives between our own sites and, on occasion, external sites.

You will learn to use our in-house systems for handling, managing and tracking archives, and you will carry out manual handling tasks on a daily basis. The role also includes some working at height.

Responsibilities

• Provide an efficient and professional archive-delivery service to both customers and NRS staff, ensuring that good handling practices are always observed. Also, maintain document security by following the procedures detailed in the Document Handling Guidance.
• Take part in planned moves of archives. These will be mainly on NRS premises, but on occasion you will assist colleagues in their work on third-party premises. Help readers and staff with any general queries concerning ordering and delivery of records using our computer-based Electronic Ordering System (EOS).
• Provide van cover on a predetermined rota. This covers several buildings, adhering to a timetable within Edinburgh and assisting in other transfers of documents. This will also include all daily van checks and records.
• Process record transmissions between buildings, including logging of record movements on the EOS and Record Location Systems and using correct and appropriate packaging of records for their safe transit.
• Operate the box making machine to supply the NRS with standard and tailored boxes and to administer material usage and service user requirements.
• Take an active role in the good housekeeping of our archive storerooms, by keeping all areas tidy
• Carry out both reactive and planned re-packaging, re-boxing, and re-labelling of archives to maintain good preservation practice, and refer any damaged archive material to Conservation, for specialist assessment.
• Comply with all NRS Health & Safety processes, including carrying out and documenting equipment checks, and work as part of a flexible team to perform other reasonable tasks to maintain service resilience. Full training will be provided for all aspects of this role.ects of this role.
  
  

Qualifications

Valid driving licence which entitles you to drive in the UK.

Success profile

Success profiles are specific to each job and they include the mix of skills, experience and behaviours candidates will be assessed on.

Experience

Experience of basic digital skills.

Behaviours

• Working together – level 1
• Delivering at pace – level 1
• Managing a quality service – Level 1
• Communicating and influencing – Level 1
  
  

You can find out more about Success Profiles Behaviours, here: Success Profiles - Civil Service Behaviours (publishing.service.gov.uk)

How To Apply

Apply online, providing a CV and Supporting Statement (of no more than 500 words) which provides evidence of how you meet the skills, experience and behaviours listed in the Success Profile above.

Artificial Intelligence (AI) tools can be used to support your application, but all statements and examples provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, and presented as your own) applications will be withdrawn and internal candidates may be subject to disciplinary action.

Please see our candidate guidance for more information on acceptable and unacceptable uses of AI in recruitment.

If invited for further assessment, this will consist of an interview and job simulation exercise.

Assessments are scheduled for w/c 22 September 2025, however this may be subject to change.

About Us

National Records of Scotland (NRS) is Scotland’s record keeper. Our purpose is to collect, preserve and produce information about Scotland's people and history and make it available to inform current and future generations. We offer rewarding careers and employ people across Scotland in a wide range of professions and roles.

NRS is a Non-Ministerial Department of the Scottish Government & and our staff are part UK Civil Service, working for Ministers and senior stakeholders to deliver vital public services which improve the lives of the people of Scotland.

We offer a supportive and inclusive working environment along with a wide range of employee benefits. Find out more about what we offer.

As part of the UK Civil Service, we uphold the Civil Service Nationality Rules.

Working pattern

Our standard hours are 35 hours per week and we offer a range of flexible working options depending on the needs of the role. If you have specific questions about the role you are applying for, please contact us.

Security checks

Successful candidates must complete the Baseline Personnel Security Standard (BPSS), before they can be appointed. BPSS is comprised of four main pre-employment checks – Identity, Right to work, Employment History and a Criminal Record check (unspent convictions).

You can find out more about BPSS on the UK Government website, or read about the different levels of security checks in our Candidate Guide.

Equality statement

We are committed to equality and inclusion and we aim to recruit a diverse workforce that reflects the population of our nation.

Find out more about our commitment to diversity and how we offer and support recruitment adjustments for anyone who needs them.

Further information

Find out more about our organisation, what we offer staff members and how to apply on our Careers Website.

Read our Candidate Guide for further information on our recruitment and application processes.

For further information about the role, please contact Kenny Carrick at [e-mail]