JOB DESCRIPTION. Job Title Collections Systems Officers x 2. Collections & Research Head of Section, Collections Systems

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1 JOB DESCRIPTION Job Title Collections Systems Officers x 2 Department Collections Management Division Collections & Research Reports to Head of Section, Collections Systems Salary Range 31,361min to 35,448max Duration Permanent Purpose of the job The post holder will be the main point of contact for users of the Museum's collections cataloguing and management system (CCMS), ensuring its effective integration with all other collections management systems; The IWM uses Adlib and Imagen in a SQL Server 2008 environment. The post holder will be responsible for determining appropriate system and process related solutions to deliver change by modelling existing workflows and using their knowledge of Collections Management. This will be achieved by working closely with IWM staff and the system suppliers and the ICT department to ensure that any and all of these systems and the supporting environmental aspects work together in an integrated manner in support of the projects the Museum is undertaking. You will also liaise with the ICT department concerning the environmental aspects of the CCMS and will be responsible for its development and the implementation of any additional functionality within the system You will work act as a trouble shooter, working closely with the ICT Help Desk to ensure CCMS issues are satisfactorily and efficiently resolved by the appropriate party. Your duties The Collections Systems Officer (CCMS) will: - See through implementation of additional CCMS functionality within the agreed timeframe established by the CCMS/LMS Steering Group. Liaise with the supplier, ICT SQL Server DBA and key staff in the collections division to identify, install and test appropriate updates to the CCMS database with due recognition of business critical objectives and deadlines. Work in collaboration with the team to ensure the integration of corporate collections databases, integrity of the data, maintenance of security, appropriate controls for disaster recovery of the database e.g. ensuring that an appropriate backup regime is being maintained, ensuring the maximum availability and performance of the systems. Ensure the CCMS database is configured to fit specific functional needs across the museum s sites and departments informed by the relevant standards supporting Collections Management activity. Ensure the security of the database by the definition and implementation of access controls to the data based on analysis of staff roles within the collections division by specifying user roles, accounts and access levels for each functional area of the database. Page 1 of 5

2 Verify or helping to verify the data integrity of the CCMS/LMS ensuring accuracy, correctness and validity. Ensure that agreed museum data standards are supported in the CCMS database across the Museum. Train users and answer questions relating to the database s functions and capabilities and the key Collections Management concepts such as Accountablity. In addition, the post-holder will work with the museum s ICT department to plan, coordinate and implement security measures to safeguard information in computer files against accidental or unauthorized damage, modification or disclosure. Training standard required Introduction to Health & Safety All staff are required to attend this basic course to gain awareness as to what the employer and the employee are required to do in regard to compliance with Health & Safety legislation. Staff must be aware of, and abide by, the Museum's information security and data protection policies regarding the handling of all sensitive and personal data. This job information cannot be all encompassing. It is inevitable over time that the emphasis of the job will change without changing the general character of the job or the level of duties and responsibilities entailed. This information may be periodically reviewed, revised and updated in consultation with the post holder to reflect appropriate changes. Health & Safety Role Level 1 & 2: Training standard required E-Learning IOSH Working Safely (those with No Staff responsibilities) Course duration 2 Weeks for completion. All Health and Safety training to must be completed within the probationary period. Work closely with Management in providing a professional, effective and efficient service. Have an awareness of IWM Health and Safety procedures and work in such a manner to ensure their own safety and the safety of others including members of the public and report any hazards, dangerous occurrences or dangerous equipment they see, and any accident they are involved in or that they witness. Information Security, Data Protection and Health & Safety Staff must be aware of and abide by IWM s information security, data protection and health and safety policies regarding the handling of all sensitive and personal data Other This job information cannot be all encompassing. It is inevitable over time that the emphasis of the job will change without changing the general character of the job or the level of duties and responsibilities entailed. This information may be periodically reviewed, revised and updated in consultation with the post holder to reflect appropriate changes. Page 2 of 5

3 Essential criteria How this will be assessed 1 Educated to degree level Application form 2 Proven record and knowledge of the application of information/management software systems and database development, preferably in a museum or similar environment with recent experience of management of a complex MS SQL database 3 Understanding of the requirements of such systems infrastructure in a networked environment 4 Proven knowledge of a collections cataloguing and management system 5 Good knowledge of SQL and XML & test 6 Proficient in the use of MS Word, Excel and other software for data manipulation and management 7 Experience of providing training to end-users 8 Understanding of collections management processes such as location and movement control, acquisition procedures etc. Desirable criteria 9 Postgraduate qualification in a related area, e.g. museum studies, information management, archives and records management or library studies 10 Knowledge of the Adlib collection management software used by the museum 11 An understanding of the museum s current activities, organisation and the scope of its collections. 12 Familiarity with common tools of data management thesaurus, authority files, term lists etc 13 Up to 2 years experience in a similar position within an equivalent organisation working with a collection management system Key competencies 14 Deals well with unpredictable problems as they arise on a day-to-day basis, applying new learning all the time 15 Develops trusting relationships with peers and colleagues 16 Excellent written, face-to-face and telephone skills 17 A pragmatic and focused approach that is objectives driven 18 Demonstrates respect and empathy towards different groups and individuals 19 An accurate working style, under-pinned by excellent attention to detail skills Page 3 of 5

4 Additional Information Terms and Conditions Your normal hours of work will be 41 gross including lunch breaks. This would normally be Monday to Thursday 09:00-17:15 and Friday 09:00-17:00, unless otherwise agreed with your line manager. There is a requirement on occasions to work unsocial hours or at weekends for which leave in lieu will be granted. The successful candidate will be on probation for 6 months. The annual leave allowance is 25 days per annum plus public holidays, rising to 30 days after five year s service. IWM has introduced a total ban on smoking in all its buildings. In the first 13 months of service you are only eligible to Statutory Sick Pay. Salary The salary range for the post is 31,361min to 35,448max. Starting salary is normally at the minimum of the range. Salary increases are in line with the IWM s Performance Pay Scheme, which is subject to government pay policy. Benefits The benefits listed below are discretionary and IWM reserves the right to vary or withdraw them at any time. All such benefits apply during the course of your employment only. IWM is a member of the Civil Service Pension Scheme. Civil Service offers a choice of pension, giving you the flexibility to choose the pension that suits you best. An interest free season ticket loan scheme after three months service. 20% discount in IWM s shops. 25% discount in IWM s cafes. Free entry to the majority of Airshows at IWM Duxford. Free entry to most fee charging exhibitions in other National Museums. Continuous professional Training & Development opportunities. Enhanced maternity and paternity benefits linked to length of service. Child care vouchers Subject to the society's terms and conditions, IWM staff are entitled to membership of the Benenden Healthcare Society. IWM staff also have access to The Charity for Civil Servants. Ride 2 Work Scheme Selection The candidates who appear from their application to best meet the essential criteria will be invited to interview. It is thus essential that your application form gives a full but concise description of the nature, extent and level of the responsibilities you have held. The short listing criteria are detailed under the personal specification. Please ensure that you address each of the areas that are to be assessed on your application form. Applications by CV only will not be accepted. To Apply For an application form please visit our website Please send completed application forms to recruit@iwm.org.uk Please ensure that you save your completed application form as a Microsoft Word or PDF document. The closing date for receipt of applications is Noon on Friday 6 September Page 4 of 5

5 Interviews will take place on Wednesday 25 September 2013 We regret that if you have not heard from us within three weeks of the closing date your application, in this instance, has been unsuccessful. IWM is committed to a policy of Equal Opportunities Page 5 of 5