Arcline is recruiting an Archive & Records Manager to head up its Records and Archives team in  large public sector client based in Dublin.

This is an important role, responsible for overseeing the Records & Archives function within the client organisation, and involves a significant level of interaction with a range of functions and units within the organisation, as well as external service providers and members of the public.

In addition to the Archive & Records Manager, the Records & Archives team comprises an Archivist and two Records Assistants. The team is supplemented from time to time by additional resources to assist with specific tasks or projects.

A job description is provided below. The position is for a minimum period of 3 years, with the possibility of an extension for a further 2 years. Salary will be in line with the relevant level in the ARA Salary Recommendations. The role currently features a significant work-from-home element, in line with public health guidelines.

The vacancy may be discussed informally, if desired, by contacting Mark Farrell: markfarrell@arcline.ie

Applications, including an up-to-date CV, should be submitted to info@arcline.ie by 5pm on Wednesday 26th January 2022.

Archive and Records Manager

 The Archive and Records Manager is responsible for managing the performance of all Records & Archives Services that are to be delivered to the client and must hold the following qualifications and demonstrated relevant experience at a minimum: 

a) Recognised postgraduate qualification in Archives and Records Management OR Information Management.

and

b) Have at least 4 years’ relevant experience in the field of archive management software or electronic document and records management systems (EDRMS) software.

Responsibilities of the Archive and Records Manager include, but are not limited to the following:

  • Manage the Records & Archives team at the client organisation, including personnel responsible for registering and cataloguing files; ensuring all new files and boxes are given a unique barcode; managing the delivery and return of files to off-site storage and for scanning; managing stocktaking of files; managing disposal of relevant files and recording and updating relevant information on the software system.
  • Work in co-operation with client staff on the implementation of an electronic document records management system (EDRMS). The client is currently in the process of rolling out an EDRMS to divisions across the organisation.
  • Manage the tender process to procure a new Online Public Access Catalogue (OPAC) when required, and act as the liaison person with the OPAC if any queries arise. The client uses an Online Public Access Catalogue (OPAC) to provide a portal for the public to search and request access to the client’s archive catalogue.
  • Advise on best practice and relevant recognised standards, in particular ISO 15489, BS EN 16893, BS 4971 and ISAD(G) (including any new or updated versions).
  • Carry out annual reviews of all relevant policies, procedures and guidelines relating to the Service provided, and update as necessary.
  • Draft new policies, procedures and guidelines as necessary to ensure that the daily activities of the records management service and the Archive are efficient and effective (this will include, but may not be limited to, the Archive Policy; Records Management Policy for Hardcopy Files; Procedural Handbook for Hardcopy files; copyright request forms; donation agreements).
  • Provide regular training to client staff on the Records Management Service and the Archive.
  • Oversee the Archive and provide all necessary assistance to the Archivist in the performance of their responsibilities.
  • Provide expert advice on digitisation projects.
  • Manage the archives outreach programme – events such as talks and exhibitions, social media posts and publications.
  • Manage the purchasing of archival equipment and records management equipment annually.
  • Agree records disposal procedures with the client and ensure that periodic disposals are scheduled and carried out in accordance with same.
  • Manage hardcopy files onsite in various Divisions, floors and buildings.
  • Provide management reports on all activities of the Records and Archives team monthly, and update stats and budget monthly.
  • Carry out a yearly survey with client staff to track whether customer satisfaction with the Records & Archives service remains above 80%.
  • Advise the client on any new initiatives that would improve the service.
  • Any other related duties/tasks which may arise.

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