Archive and Records Manager

EMBL - European Molecular Biology Laboratory

Archive and Records Manager

EMBL - European Molecular Biology Laboratory

Heidelberg, Germany

Organisation data: Scientific Information Services
Job Number: HD02201
Contract Type: Staff Member
Job Function: Administrative Officer (gr. 4-6)
Advertised Grade-Grading: 5 or 6; depending on qualifications and experience (monthly salary starting from 3.4k EUR after tax + other paid benefits)
Contract Duration-Is this renewable to 9 years?: yes
Contract Duration-Length of Time (years/months): 3 years (renewable)
Closing date: 21 June 2022

About the team/job

We are seeking an experienced information professional with expertise in archiving and records management ideally in life sciences research institutions. The post will be based in the EMBL Office for Scientific Information Management, a new office with responsibility for the EMBL library, open science support, and EMBL archive and records. The post will be responsible for EMBL's archiving and records activities in support of the EMBL mission.

The archive and records management team consists of two staff members that are expected to work closely together to provide the necessary coordinated services across the entire records management and archiving workflow. Therefore we seek a flexible professional that is comfortable working across the full document lifecycle.

The EMBL archive captures, preserves and shares EMBL's scientific and institutional heritage. The materials include both administrative documents and scientific records and materials, therefore close cooperation with the scientific staff, an understanding of and enthusiasm for the working methods and results of the (life) sciences are required.

Your role

This position will have responsibility for 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 deliver a strategy to best collect, appraise, and preserve EMBL's material and documentary heritage for future generations. As EMBL is a research-performing organisation, it will be necessary to practically apply document management processes in this context; some records will therefore be scientific rather than administrative, held in research groups rather than in central offices. 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.

A substantial amount of work for the records management post 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.

Duties and responsibilities:

  • Develop, manage and monitor the EMBL archive and records management policies, procedures and collection workflows;
  • Lead on what needs to be preserved to reflect the cultural heritage of the organisation and keep the history of EMBL alive;
  • Carry out appropriate preservation and conservation actions on the holdings of the EMBL archive, such as accessioning;
  • Benchmark the EMBL archive and records management against those in 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 the archive and records user group made up of key stakeholders across EMBL to assist with the prioritisation of archiving and records management activities to meet institutional needs (for example, Administration, Communication, International Relations, and Alumni Relations);
  • Liaise with IT staff to identify and deliver/manage appropriate technical solutions to support the guidelines, as required;
  • Strong collaboration with colleagues in the Office for Scientific Information Management to ensure this work is integrated into related activities across the office;
  • Communication of guidelines/processes, archiving policy and projects as appropriate to EMBL staff.

You have

Applicants must be able to demonstrate recent experience in managing records and/or archival collections in research performing organisations, and making these available.

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 managerial experience in a records and archives setting, preferably in a scientific, ideally life sciences, environment;
  • Experience of working with contemporary and modern records or archives;
  • Experience of using archives and records software packages, for example: AtoM, Archivematica, Alfresco;
  • 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 pleasure to communicate the history of an international research organisation to a diverse audience;
  • 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 security;
  • 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.

Why join us

EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation with a very collegial and family friendly working environment. The remuneration package comprises a competitive salary, a comprehensive pension scheme, medical, educational and other social benefits, as well as financial support for relocation and installation, including your family and the availability of an excellent child care facility on campus.

What else you need to know

We are Europe's flagship research laboratory for the life sciences - an intergovernmental organisation performing scientific research in disciplines including molecular biology, physics, chemistry and computer science. We are an international, innovative and interdisciplinary laboratory with more than 1700 employees from many nations, operating across six sites, in Heidelberg (HQ), Barcelona, Hinxton near Cambridge, Hamburg, Grenoble and Rome.

Please note that appointments on fixed term contracts can be renewed up to 9 years in total, depending on circumstances at the time of the review.

You will report to the Head of the Office for Scientific Information Management.

Applicants invited for interview will be asked to give a 15 minute presentation that outlines the experience they will bring to this role (5 minutes) and how they will approach the role (10 minutes).

Interviews are expected to be held remotely in the week beginning 11th July 2022.

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EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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