JOB DESCRIPTION. Head of Section, Collections Systems. Division Reports to Salary Range. Business Analysis

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1 JOB DESCRIPTION Job Title Department Division Reports to Salary Range Head of Section, Collections Systems Collections Management Collections & Research Head of Collections Management 34,403 min to 38,930 max The purpose of this position is to roll efficient, effective and best practice procedures for Collections Management out to IWM staff using our systems. The post holder will formulate a risk aware programme to model existing work flows and deliver change in Collections Management. This is achieved by effective project management of a team of three specialist staff specialist. The work of your team will encompass collections data management, integrated collections data and digital asset management systems, workflow management and support. The activities of the team include in the field analysis of the issues users face in doing their jobs, quantification and presentation of the issues in the form of business and work flow analysis, production of procedural guidance and configuration of systems to support staff delivering their work. The teams will also provide training and user support and may be allocated to specific project teams. For example, on our Regeneration project the team will be embedded with teams to run master classes in why the system exists, evolve the system to meet their needs and support teams in understanding how best to do a given activity or transaction. The team also support, maintain and develop our interoperable database systems (currently Adlib and Imagen) to ensure effective business continuity of systems and data are in place to support Museum wide priority projects. Business Analysis 1. Formulate one risk aware programme to deliver change for systems and process to support all client departments within the museum; encompassing collections data management, integrated collections data and digital asset management systems, workflow management and support. 2. The programme will be informed by an overview of current collections management processes (informed by understanding of the legal issues that affect our collections) and implement workflow management within these systems to embed process based procedures. 3. Ensure that the development of systems meets the objectives of priority projects, cost saving and that we work efficiently and effectively whilst achieving risk aware Collections Management. 4. Specify toolkits in order to support priority projects and collections management procedures: comprising system based tools, training and support programmes and processes. 5. Analyse requirements for collections data management and delivery in support of the documentation and data standards programme and delivery of data to users, both internally and to the public and commercial programmes. 6. Specify and manage planning and workflow management tools to support the use and documentation of objects within the Department of Collections Management. Page 1 of 6

2 Systems and tools development and maintenance 1. Act as primary liaison with suppliers concerning specifications for change to systems and project management of delivery of work. 2. Act as the primary internal contact with ICT on technical aspects of the system implementation. 3. Manage the continued integration and development of the CCMS (Adlib) and DAMS (Imagen) according to requirements defined by business analysis through specific projects. 4. Manage staff tasked with delivering projects to development and implement tools for management of museum objects in workflows. 5. Supervise staff in the delivery and development of a helpdesk facility for the combined systems, enabling timely and appropriate response to system issues for users. Oversee the team responsible for maintenance of the systems, ensuring consistent levels of service, and appropriate response to issues. Data management 1. Provide strategic advice on data management approaches, tools and techniques to inform the overall programme of work and through Corporate Planning ensure that appropriate tools are provided for management and delivery. 2. Provide advice to projects on the limitations of collections data, quantification of projects to resolve issues identified expediently. 3. Take responsibility for data management and information security within the systems, ensuring appropriate storage, back-up and retrieval processes are in place to fully support business continuity and accountability. Management/Planning 1. Line manage the Section including all aspects of induction, training and appraisal. 2. Participate in on-going management of DCM (monthly departmental meetings, update meetings, support to members of the team) 3. Contribute to business planning sessions Health & Safety: All Health & Safety training to must be completed within the probationary period. Health & Safety Responsibilities Role Level 1& 2: Training standard required E-Learning IOSH Managing Safely Those with Staff responsibility. Course duration 4 Weeks for completion 1. Ensure all Staff and Volunteers are inducted in department procedures and have an awareness of their task risk assessments, provide training skills to support safe working practices for the safety of themselves and others including members of the public by ensuring all plant and equipment is safe in use and that arrangements are made with FM to rectify/repair any damaged/dangerous plant or equipment and any safety issues raised, must be noted and action taken at the time reported 2. Carry out all necessary risk assessments for all tasks, investigate accidents and near-miss incidents to produce post accident or near-miss risk assessments. 3. Daily check of the work area to ensure housekeeping standards are maintained the interests of health & safety. 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 6

3 Essential criteria 1 Postgraduate qualification in a related area, e.g. museum studies, information management or library studies 2 Demonstrable project management experience, leading teams which comprise internal staff and external suppliers. 3 Thorough knowledge of the principles of collections management and an understanding of museum, library and archive functions. 4 Knowledge of applicable documentation, digital preservation and data standards and data delivery frameworks. 5 An understanding of the expectations and needs of the users (public and internal) in terms of collections information and digital assets, in order to develop focused and appropriate programmes of work 6 Ability to demonstrate experience of business, systems or usecase analysis. 7 Demonstrable experience of database management in order to maximise the potential for efficient information management and delivery across the organisation. Desirable criteria 8 Experience of working with integrated data management, digital asset management and data delivery systems. 9 Ability to work with and gain support of a wide range of staff across the organisation to deliver the Museum s Documentation and Data Strategies 10 Knowledge of Adlib Information Systems library of applications and Cambridge Imaging Systems Imagen DAMS application. 11 Knowledge of the links between legislative standards that affect the deployment of Spectrum. 12 Understanding of the application of technologies which support data management and delivery, including SQL and XML. Key competencies 13 Proactive Change Flexible in their thinking and approach always aims to anticipate what lies ahead 14 Planning & Results Drive Thinks laterally and creatively in order to overcome obstacles: finds alternative ways forward How this will be assessed Application Form Application Form 15 Focuses own and others activities in line with key deliverables 16 Encouraging Collaboration Helps colleagues to work in a collaborative manner: challenges narrow thinking and works to create a more inclusive mindset 17 Meeting Customer Needs Firm, precise and tactful especially when dealing with difficult issues 18 Developing Diversity Looks for and suggests ideas for increasing levels of diversity and inclusion 19 Commercial Acumen Networks actively in order to influence key players 20 Leadership/Management Skills Professionally and technically credible, demonstrating confidence in their interactions Page 3 of 6

4 21 Influencing & Negotiating Skills Successfully applies influence beyond their team, where they have no line authority 22 Decision Making Evaluates and balances all relevant information and opinion to inform decisions Page 4 of 6

5 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 34,403 min to 38,930 max. 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 midday Noon, Friday 20 September 2013 Interviews will take place on Thursday 3 October 2013 Page 5 of 6

6 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 6 of 6