Archivist (14 hours per week)

Application Deadline: 30 October 2026

Department: Library

Employment Type: Permanent - Part Time

Location: Mansfield College

Compensation: Grade 6

Description

The Archivist is responsible for the professional care, management, development and promotion of the institution’s archival collections.

The postholder will provide professional archival expertise within the Library and will take the lead in establishing appropriate systems, policies and procedures for the management of the archives. A key initial priority will be to survey and assess the existing, largely uncatalogued collections and to develop a realistic programme for their arrangement, description, preservation and access.

The Archivist will also advise the Librarian and relevant colleagues on the planning and development of a new archival storage room, including appropriate environmental, preservation, security and storage requirements, and will plan and oversee the safe transfer of collections to the new facility.

Working closely with the Librarian, the Archivist will ensure that the archives are managed in accordance with recognised professional standards and support the teaching, learning, research and wider cultural purposes of the institution.

Main duties and responsibilities

Collection assessment, arrangement and description

Survey and assess the existing archival holdings, establishing their extent, significance, condition and current arrangement.
Establish intellectual and physical control over uncatalogued collections and develop a prioritised programme for their arrangement, description and cataloguing.
Arrange and describe collections in accordance with recognised professional standards, maintaining accurate catalogue and location information.
Identify preservation, conservation and documentation priorities and advise the Librarian accordingly.

Policies, procedures and professional standards

Develop, implement and review policies and procedures for the professional management of the archives, including accessioning, appraisal, access, preservation, digitisation, security and emergency planning.
Ensure archival practice reflects relevant professional standards, legislation and institutional policies, including data protection, copyright, confidentiality and information security.
Provide professional archival advice to the Librarian and other colleagues and contribute to wider Library planning and policy development.

Collections care and preservation

Establish and maintain appropriate standards of preventive conservation and archival storage.
Monitor collection condition and storage environments, recommending remedial action where required.
Develop priorities for archival packaging, cleaning, conservation and emergency response.
Promote appropriate handling and storage practices among staff and users.

Collection development

Advise the Librarian on acquisitions and transfers of archival material and appraise material offered to the institution.
Maintain appropriate accession, deposit and donation documentation.
Contribute to the development of a coherent and sustainable collecting strategy for the archives.

Access, research and academic use

Facilitate appropriate access to the archives and respond to enquiries from members of the institution and external researchers.
Establish procedures for the production, consultation and supervision of original material and assess access restrictions where necessary.
Support the use of archival collections in teaching, learning and research, working with academic colleagues to encourage their appropriate use.

New archive storage facility and collection move

Act as the Library’s professional archival adviser on the planning and development of the new archive storage room.
Advise on environmental conditions, shelving and storage, security, fire and flood protection, lighting, pest management and safe collection handling.
Liaise with the Librarian, Estates staff, architects, contractors and other specialists as required.
Plan and oversee the preparation, documentation, packing, transfer and reshelving of collections, ensuring accurate location control throughout the move.

Engagement and promotion

Promote awareness and use of the archives within the institution and, where appropriate, externally.
Contribute archival material and expertise to exhibitions.

Planning and development

Agree priorities and realistic work programmes with the Librarian.
Maintain appropriate records and report on progress, priorities, risks and resource requirements.
Identify opportunities for externally funded cataloguing, conservation or digitisation projects and maintain appropriate professional development and networks.

General

Work collaboratively with Library colleagues and provide guidance to staff, volunteers or project workers undertaking archival work where appropriate.
Ensure safe working practices in the handling and movement of archival material.
Undertake other duties appropriate to the nature and grade of the post as reasonably required by the Librarian.

Person specification

It is required that in your application you give proven examples to demonstrate how you meet the selection criteria listed below:

Essential

A good undergraduate degree with an ARA-accredited postgraduate qualification in archives.
A minimum of five years’ post-qualification experience in an archive repository.
Experience of arranging, describing and cataloguing archive collections to recognised professional standards.
Sound knowledge of archival principles, standards and current professional practice, including collections care, preservation and appropriate storage.
Experience of developing, implementing or reviewing archival policies, procedures and working practices.
Knowledge of collections development, care, security, conservation, and reprographic issues.
Ability to work effectively without direct supervision, as well as to work effectively as part of a small team to enable the successful accomplishment of Library & Archives team objectives.
Good IT skills with experience of using databases, Microsoft Office (Word, Outlook, Excel) and archival cataloguing software.
Strong organisational and project-planning skills, written and verbal communication skills and excellent attention to detail.
Ability to undertake the physical requirements of archival work, with reasonable adjustments where required.
A good understanding of GDPR requirements and awareness of the legal and ethical issues of working with modern and digital records.
An ongoing commitment to professional development and to maintaining and developing an up-to-date skill set.

Desirable

Experience of working with born-digital archive materials and/or successful completion of an appropriate digital preservation course.
Proven project management skills.
Experience of working in a university, college, research library or comparable academic environment or some familiarity with the Oxford collegiate environment.
Experience of advising on archive storage, refurbishment, new-build projects or collection moves.
Knowledge or experience of born-digital archives, digitisation or digital preservation.
Experience of using archival collections to support teaching, learning, exhibitions or outreach.

Main duties and responsibilities

Person specification

About Mansfield College