Archive and Records Manager

Your role

A substantial amount of work for the records management part will be in serving the needs of EMBL administration, working on projects within departments such as HR, legal, and finance to ensure that EMBL administrative records are managed in line with professional best practices and in a manner appropriate to EMBL.

As EMBL is a research-performing organisation, some records are scientific rather than administrative, held in research groups rather than in central offices.

The EMBL Archive captures, preserves and shares EMBL’s scientific and institutional heritage. This role will focus on the management of the EMBL Archive according to professional best practices and with consideration to EMBL’s institutional culture.

Working with key stakeholders across EMBL, your role will be to collect, appraise, and preserve EMBL’s material and documentary heritage for future generations.

As EMBL is an intergovernmental organisation spread across six sites in Europe, this presents a unique context in which to apply your knowledge and expertise.

Duties and responsibilities :

• Development of records management policies and implementable guidelines for records management and access within EMBL
• Manage and monitor the EMBL Archive’s policies, procedures and collection workflows
• Benchmark EMBL Archive and Records Management against similar research-performing organisation
• Working with administrative colleagues, advise on document retention schedules and classification schemes
• Liaise with EMBL scientific and administrative staff to build the Archive collection
• Liaise with IT staff to identify and deliver / manage appropriate technical solutions to support the guidelines, as required
• Communication of guidelines / processes as appropriate to EMBL staff
• Work with the user group made up of key stakeholders across EMBL to assist with the prioritisation of archiving and records management activities to meet institutional needs
• Carry out appropriate preservation and conservation actions on the holdings of the EMBL Archive
• Manage and monitor the archival cataloguing system (AtoM).
• Engage in external communication efforts regarding the archive and its contents, particularly through the development of appealing and informative website content showcasing the richness and significance of the archival materials.
• Strong collaboration with colleagues in the Office for Scientific Information Management to ensure this work is integrated into related activities across the office.

Apply now

Closing date : 22 September 2024

Contract duration : 3 years (renewable)

Grading : 5; depending on experience and qualifications (monthly salary starting from 3.9k EUR after tax + other paid benefits)

Reference number : HD02683

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You have

Applicants must be able to demonstrate recent experience in managing records and archival collections in research performing organisations.

The following qualifications and skills are required :

• Master in archives and records management from an accredited institution or other relevant advanced degree or experience.
• At least 3 years experience in a records and archives setting, preferably in a scientific environment.
• Experience of working with contemporary and modern records and archives.
• Experience of using archives and records software packages, for example : AtoM.
• Excellent project management skills with experience managing complex relationships with internal and external stakeholders.
• Outstanding interpersonal skills with the ability to communicate at all levels internally and externally.
• Ability and proven experience to work independently and autonomously as well as in a team.
• A thorough knowledge of issues pertaining to records and information management, especially with regards to risk management, compliance and data protection .
• A high-level of integrity and ethics is required due to the responsibilities with confidential and sensitive information.
• Excellent command of written and spoken English.

You might also have

• Previous work experience gained in life sciences environment is advantageous.
• Command of German or French would be an advantage.
Vor 30+ Tagen