Records and Archives Lead

Morden College; Greater London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A charitable organization in Greater London is seeking a Records and Archives Lead to manage and preserve its historical archives. The role involves overseeing the archiving process, implementing a document management system, and developing policies related to record retention and disposal. Candidates should have a strong background in records management, experience with digital systems, and excellent communication skills. This is an opportunity to make a lasting impact on the heritage of the organization.

Qualifications

• Experience of records management within a complex organization.
• Experience using digital document management systems.
• Understanding of FOI and GDPR regulations.

Responsibilities

• Oversee deposition of archives with The London Archive.
• Develop policies and standards for records management.
• Implement electronic document management system.

Skills

Records management

Communication skills

Project management

Attention to detail

Education

First degree or equivalent

Postgraduate qualification in archives or Records Management

Tools

Digital document management systems

SharePoint

Job description

Hours

Full-time or part-time (21 - 35 hours per week)

Reports to

Chief Executive

Contract type

Two-year fixed term

Direct Reports

None

Budget Responsibility

None

DBS Disclosure

Basic

About Morden College

We’re Morden College: an almshouse charity with a proud history of providing homes, support, and care for older people in south-east London for over 300 years. Today, we’re building on that legacy with a clear and ambitious strategy focused on enabling our residents to live as independently, safely, and meaningfully as possible. We aim to create thriving communities where every person feels known, valued, and supported.

We provide almshouse accommodation and care services to over 250 older people across two sites in Blackheath and Beckenham, including our care home. Our vibrant and diverse resident community enjoys a wide range of events and activities, and each site offers welcoming spaces for socialising, including bars and Café 19 at the award-winning John Morden Centre.

At the heart of everything we do is a commitment to dignity, purpose, and inclusion. We actively combat loneliness, challenge ageism, and promote healthy ageing. As part of the Morden College team, you’ll help foster social connection and contribute to a community where both residents and staff can thrive. We embrace equity, diversity, and technology to deliver sustainable, high-quality services that make a lasting difference.

Role Overview

Morden College holds a rich archive of material that gives an insight into the work of the charity and the people who lived and worked at Morden College over its 330-year history. We are committed to preserving this archive for future generations and to making the archive accessible to people with a personal connection to Morden College, as well as for wider historical research.

We are seeking an experienced and qualified Records and Archives Lead to lead a programme of work in four areas

1. negotiation and oversight of the deposition of the pre-1960s archive with The London Archive
2. definition of the future composition of the post-1960s archive
3. implementation of an electronic document management system and a carefully thought-out digitisation project for the archive
4. development and rollout across all teams of the management and digitisation of other Morden College records

Key Responsibilities

Our Records and Archives Lead will focus both on the current archive and the document management of the future. Operating within Morden College’s governance framework, the role will have delegated authority to develop policies, standards, and procedures relating to records and archive management.

Recommendations relating to retention, disposal (‘weeding’) and permanent preservation will be presented to the Senior Leadership Team for approval, with significant or sensitive decisions escalated to the Board of Trustees where appropriate.

The role-holder will act as the organisation’s subject matter expert on records and archives and will have authority to challenge non-compliant practices and to require remedial action.

Responsibilities

• Liaise with The London Archive regarding all aspects of the deposit and conservation of the pre-1960 Morden College archives, agreeing a project plan, timeline, respective roles and responsibilities and costs.
• Manage the identification and cataloguing of records for deposit and prepare the archives for transfer.
• Procure, manage, and quality-assure external contractors, suppliers and (where applicable) volunteers engaged in archive, digitisation or records management activities.
• Lead a tender exercise to procure an experienced and reputable company to carry out a transfer of the archive, in line with best practice.
• Evaluate post-1960 archive records to conclude whether they are worthy of permanent preservation. Make thoughtful recommendations to the Senior Leadership Team and Board of Trustees on any proposed ‘weeding’ of the post-1960 records, based on likely future historical significance as well as current needs. Clearly define and document the ‘archive of the future’, setting clear policies for retention and disposal.
• Working with the Head of IT, identify and implement a suitable electronic document management system for the archive so that the future archive can be managed and accessed efficiently.
• Plan a digitisation programme for property records and other key physical documentation, with sufficient metadata built in to be able to store and find images for decades to come.

Document Management

• Support the Head of IT to embed Morden College policy and best practice for the retention, digitisation, management and disposal of Morden College documentation.
• Develop and document a long-term digital preservation approach for digitised and born-digital records, including standards for file formats, metadata, storage, access, and future migration, to ensure ongoing accessibility and integrity of the archive.
• Support teams with the review, archiving and disposal of historical documentation (e.g. financial and HR records), ensuring that decisions are taken in line with Morden College data and document retention policies and GDPR. Lead and support organisational change in relation to records management, including developing guidance, delivering training, and working with teams to embed consistent and sustainable practices across the organisation.
• Manage risk relating to record retention and the risk of digital obsolescence.
• Advise managers on best practice and exercise quality assurance in relation to document retention, and specifically with regard to long-term digital preservation standards.
• Working with the Sustainability and Impact Lead, champion and promote sustainability in all document management systems and processes.

Key Outcomes

• Successful deposit of the pre-1960 archive with The London Archive.
• Defined and documented a clear, approved policy for the post-1960 archive, including retention and disposal schedules.
• Implemented an electronic document management system and established sustainable processes for its use.
• Embedded organisation-wide understanding and compliance with records management policies.

Person specification

Qualifications: first degree or equivalent qualifications, together with postgraduate qualification in archives or Records Management

Experience – Essential

Experience of records management within a complex organisation

Experience of using digital document management systems and SharePoint.

Understanding of FOI and GDPR regulations.

Experience – Desirable

Experience of archives appraisal.

Understanding of requirements of record-keeping under charity law.

Skills and attributes

Able to balance a varied workload and effectively manage the delivery of tasks to different deadlines.

Able to work independently and pro-actively raise issues in a timely and considered way.

Excellent written and verbal communication skills, with the ability to communicate complex concepts and information clearly to a range of stakeholders and staff.

Able to maintain information security and confidentiality.

Collaborative, with the ability to deliver change working across multi-disciplinary teams.

High level of attention to detail, whilst also understanding the big picture.

Closing date: 9.00 am on Tuesday 20 January 2026

Interviews will take place at Morden College SE3 0PW on 27 and 28 January 2026.