JOB DESCRIPTION. Job Title: Graduate Trainee Archive Assistant. Grade: F. Contract: Full time (37.5 hours per week) 12 month Fixed Term

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1 JOB DESCRIPTION Job Title: Graduate Trainee Archive Assistant Grade: F Contract: Full time (37.5 hours per week) 12 month Fixed Term Responsible to: Archive and Special Collections Officer Job Purpose: This is a temporary fixed term internship for a Graduate who wishes to gain experience in preparation to undertake a postgraduate qualification in Archives Administration. The trainee will work across all aspects of the activities of the Archives and Special Collections Service, gaining substantial practical experience as preparation for undertaking theoretical studies. Main Duties and Responsibilities: The Trainee will gain experience in the following areas: 1. Undertaking a wide range of training and development activities intended to provide experience and understanding of the Archives profession, including representing both Falmouth University and University of Exeter at external meetings and placements. 2. Dealing with wide variety of enquiries from staff, students and members of the public by telephone, post, and in-person. These enquiries will often be specialized in nature, relating to family history, skills issues relating to the use of archival collections within higher education, and relating to the wide variety of subjects covered by our Archive holdings (e.g. art, performance, mining and campus histories). The postholder will be required to interpret Collections and knowledge of archives to facilitate this variety of user s needs. Subsequent logging of enquiries onto CALM database. 3. Supervising users and visitors to the Archive and Special Collections Reading Room, including staff, students and members of the public. Application of knowledge of our own Collections and wider archival issues, through dialogue with users to fully understand their needs. This is particularly important in light of access to un-catalogued collections. Implementation of Reading Room regulations including interpretation of often complex responsibilities under Data Protection, Freedom of Information and Copyright legislation. 4. Processing of copy orders (including preparation of records) including photocopying, use of specialised digitisation equipment and liaising with Reprographics and Digitisation staff. Ongoing maintenance of digitsation records. 5. Preservation activities such as repackaging and numbering of records and pest and environmental conditions monitoring.

2 6. Listing of records including the production of box lists and some cataloguing under the supervision of the Archivist, using the CALM database. 7. Retrieval, shelving and movement of Collections as required, along with ongoing maintenance of accurate locations database. 8. Small and other ongoing research projects such as introduction to Collections and subject user guides. 9. Responsibility for ongoing revision of Graduate Trainee Operations Manual. 10. Collation and presentation of statistics on usage of the Collections, user numbers and production records. 11. Support for outreach activities such as teaching sessions, the preparation of exhibitions and events. Including liaison with library colleagues. 12. Interaction with social media platforms including significant responsibility for Service Twitter account (preparation and execution of Tweets) and contribution to Library Facebook activity. 13. Promotion of traineeship and wider service through creation of online blog. 14. To work with staff in the Heritage Collections and Culture Services Unit at the University of Exeter, in particular the Archives and Special Collections team. 15. To attend team and wider Library meetings, including taking of minutes as required. 16. Supporting volunteers and student work placements under the supervision of the Archvist. 17. To assist in the provision of an effective library Help Desk, and providing assistance to library customers in the use of the library s self-issue RFID system for loans and returns, holds, general enquiries, inter-site loans, processing of materials, financial operations and shelving duties. 18. To provide initial support to users within the Learning Resources Centre, including guidance and support in information retrieval, both print and electronic. 19. Responsibility for independently managing own varied workload, with limited sometimes limited input from line manager. 20. Deputising for Archvist as required, including regular sole responsibility for Service in periods of absence. 21. To maintain a first class level of customer service ensuring that all customers are treated efficiently and in an appropriate manner. 22. To work within the relevant legislation, policies and procedures.

3 23. To participate in the Annual Performance Development Review Process. 24. To actively support equality and diversity policies of Falmouth Exeter Plus. 25. To attend training courses as identified and agreed for appropriate development. 26. Working within the Health and Safety at Work Act, the postholder has a legal duty to take reasonable care for Health and Safety both for themselves and others who may be affected by their actions. They are also required to undertake Health and Safety training commensurate with the level required by the post and to take part in risk assessment procedures and the implementation of agreed recommended work practices within the area. 27. Undertaking other duties not specifically stated which from time to time are necessary without altering the nature or level of responsibility.

4 PERSON SPECIFICATION Post Title: Graduate Trainee Archive Assistant Attributes Essential Requirements Desirable Requirements Education / Qualifications Graduate or equivalent level of qualification (or expectation of one within the duration of the traineeship) Experience / Knowledge Experience of working within archive administration (in paid or voluntary role) Willingness to undertake wide range of training activities, and to provide feedback on these Informed awareness of the work involved in archives administration and a high level of motivation for such work Experience of dealing with the public An interest in working within the HE Sector Experience of undertaking small research projects Interest in history and/or information management Experience of using social media platforms and blog writing Experience of digitisation work Understanding of relevant legislation Experience of answering a range of archive enquiries Experience of working with users of archives Skills / Personal Requirements Desire to pursue a career in Archives field through a demonstrable intention to apply to study for a professional qualification in archives and records management, (or already pursuing such qualification by distance learning) Excellent basic IT skills Excellent analytical skills and attention to detail Ability to work independently and to see wide variety of complex tasks through to a conclusion with limited supervision Range of excellent interpersonal and communication skills Knowledge of CALM software Competent in using Excel and Access

5 Responsible approach to being a positive advocate for the Service and both Falmouth University and University of Exeter Ability to work as part of a team dedicated to providing a high level of professional service to staff, students, researchers and members of the public Ability to compile information in a concise manner and to interpret information in order to meet the needs of a variety of users Ability to quickly acquire knowledge of the Collections and operations of the Service Excellent time management skills - Ability to manage workload in a busy environment with limited contact with line manager Willingness to travel to other Falmouth University and University of Exeter sites Physically fit and able to cope with high level of stock movement/shelving