Senior Manager, Archives and Special Collections
Grade 8: - £42,149 - £50,296 per annum
Open-Ended/Permanent - Full Time
Contract Duration: Open ended/permanent
Contracted Hours per Week: 35
Closing Date: 08-Nov-2021, 7:59:00 AM
The closing date for applications is 7th November 2021 at midnight.
When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.
The Department and role purpose:
In January 1833 Bishop William van Mildert donated 160 volumes to found the University Library, located on Palace Green and in the same year Durham’s first university museum opened to the public. Today the University Library and Collections offers spaces, collections, expertise and services supporting education, research, the wider student experience and cultural and educational outreach. Collections and services operate across a wide estate of libraries, archives, museums, galleries and exhibition spaces, including the UNESCO World Heritage Site on Palace Green. Our nationally and internationally recognised collections span early books, archives and manuscripts, museum objects and art, print and electronic materials and include a repository of digitised materials, research outputs and research data. Our users encompass anyone engaging with our collections, services and facilities in person or remotely, this includes university staff, researchers from around the globe, students in higher education from Durham and other universities, school pupils and teachers, Durham’s local residents and tourists.
We are an ambitious and developing team with a focus on providing the best experience for our students, researchers and the wider community. We are valued partners working with students, professional services and academics across the University, and professionals and organisations regionally, nationally and internationally.
The University Library and Collections is made up of six sections: Collections; Customer Services; Education, Learning and Engagement; Research and Systems; Museums, Galleries and Exhibitions; and Finance and Administration. Staff work flexibly between the sections, 7 enabled by cross-cutting groups, Collections, Education, Engagement, User Experience, Operations, Research, Staff Development and a Programme and Project Steering Group.
The Collections team, under the leadership of the Head of Collections, has broad responsibility for the acquisition, cataloguing, management, preservation and conservation of collections, including modern print and electronic collections, archives and rare books. Their work also includes the administration of reading lists, inter-library loan, and the provision of search room and enquiry services for archives and special collections. Their expertise and collections knowledge (alongside colleagues across the department, for example in our museums team) are used in support of learning, teaching, research and public engagement activities.
The Archives and Special Collections at Palace Green Library comprise exceptionally rich and varied material, dating from early medieval to modern, and including manuscripts, archives, rare and open access books, maps, prints, photographs, born-digital and digitised material, and some objects. It also houses the University’s institutional archive.
The postholder has responsibility for all aspects of the management of these collections access to them including
- defining and maintaining policies, procedures and standards for both physical and digital collections;
- ensuring legislative and regulatory compliance;
- storage and space management;
- collection development;
- acquisition, accessioning, cataloguing and appraisal;
- ensuring the maintenance of appropriate collections care, alongside the Senior Manager for Collections Care and Conservation;
- provision of searchroom services, both on-site and virtual;
- promotion of collections to stakeholders, users and potential users;
- selection of material for digitisation projects and support for digital scholarship more widely.
They also take a leading or collaborative role in initiatives to promote, foster and enable their use for research, education, engagement, particularly in response to new opportunities and requirements of digital scholarship and engagement.
The postholder manages a team of professional and support staff, managing service-delivery and project work, and supporting the maintenance and development of professional skills and knowledge.
The role involves building and maintaining relationships with a wide range of stakeholders, including creators, donors and depositors of collections; researchers and research projects within Durham University and externally; regional and national networks, professional bodies and funders.
The University also works in partnership with Durham Cathedral to manage and provide access to their archives, and with Ushaw College to manage and provide access to library and archive collections there. The postholder is responsible for the provision of services relating to the management of these collections and access to them, within the management and governance arrangements and partnership context with these two institutions.
Further information regarding this post is available here.
- Provide expert professional subject and/or managerial and leadership expertise.
- Manage and develop service, infrastructure and people performance across one or more teams.
- Provide feedback on team and individual performance and identify development needs, conducting regular staff ADR and performance reviews.
- Recruit, induct, train and develop new team members.
- Help to shape the skills and expertise of future team members and design work structures to meet operational and strategic goals.
- Devolve responsibilities to team members to ensure continuity of service provision and encourage skills development.
- Handle the vast majority of HR issues within a team, referring more complex HR issues to appropriate support services/senior management.
- Liaise and engage with key stakeholders and internal and external contractors to influence opinion, delivery and reputation of services.
- Contribute to the scoping and resource planning across a range of activities at operational and strategic level.
- Lead on the design, implementation and monitoring of policy and quality standards, procedures and systems to ensure effective working and continuous improvement.
- Promote and develop a deep understanding of organisational policy and external developments.
- Ensure all activities, processes and transactions are accounted for accurately and promptly to meet regulatory and professional service and policy standards.
- Ensure all stakeholder-facing staff provide an accessible, friendly and professional service by shaping processes for inducting and developing staff.
- Implement processes to manage the integrity and security of all commercially and professionally sensitive and personal data.
- Lead internal business meetings, working groups and sub-committees at operational service level to influence governance, organisational policy and standards for the service.
- Allocate and monitor financial budgets and resources.
- Analyse stakeholder feedback, implementing and reviewing service provision.
- Deliver a specialist service for users and stakeholders of archives and special collections using creativity and innovation for communication and promotion purposes, to engage and influence internal and external stakeholders.
- Manage specific quality and regulatory processes systems and procedures relating to collections, owners, stakeholders, users, copyright holders; and information about them.
- Build and sustain an influential network of contacts both internally and externally to influence and promote collections to enhance the reputation of the university and city
- Develop external relations, identify and develop opportunities for communities of practice, or other collaborative projects or programmes; engage with employers, alumni and donors via extra-curricular activities and increased levels of participation.
- Contribute to the definition, development and implementation of professional and service standards, donation/deposit agreeemtns and partnership or service level agreements.
- Provide professional guidance and advice to stakeholders and service users
- Represent the service and University at promotional and other events and contribute to the delivery of presentations at conferences.
- Any other reasonable duties.
Specific role requirements
- The role is based at Palace Green Library but working at other sites will also be required.
- There may be a requirement for the post holder to work evenings, weekends and bank holidays, as business demands.
- There will be a requirement for the post-holder to participate in local on-call arrangements as business demands.
- The postholder acts as Duty Manager at Palace Green Library when required.
At Durham we recognise that our staff and students are our greatest asset and we want to support the health and wellbeing of all. Hybrid working supports this ethos and provides many benefits to our colleagues, including empowering people, where their role allows, to work in a manner which is more suitable for them, whilst encouraging our commitment to environmental sustainability.
Depending on the needs of the business and the job role, Durham University is piloting hybrid working for all Professional Services colleagues in the academic year 2021/2022, which may include the opportunity to work both on and off campus and to flex working hours. If appointed to the post, your line-manager will discuss the specific arrangements with you. Any hybrid arrangements are non-contractual and may change within the pilot and when the pilot ends.
Interviews are anticipated to take place on or around 9th December 2022
Reward and Benefits
To support the delivery of the University's People Strategy to attract, retain and reward the very best, we offer a fantastic range of rewards and benefits to our staff, including:
- 30 days annual leave, plus 4 customary days and 8 bank holidays (pro-rata for part time) and the option to purchase additional leave;
- Automatic enrolment into a pension scheme;
- Corporate and local discounts;
- Wellbeing resources and discounted health benefits;
- Health discounts on sports and activities at Maiden Castle Health and Activity Centre;
- Reward and Recognition Schemes;
- Personal and career development;
- And SO much more, with further information available here
Recruiting to this post
In order to be considered for interview, candidates must evidence each of the essential criteria required for the role in the person specification. In some cases, the recruiting panel may also consider the desirable criteria, so we recommend you evidence all criteria in your application.
Please note that some criteria will only be considered at interview stage.
How to apply
We prefer to receive applications online.
Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement https://www.dur.ac.uk/ig/dp/privacy/pnjobapplicants/ which provides information on the collation, storing and use of data.
Information if you have a disability
The University welcomes applications from disabled people. We are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, adjustments will be made to support people within their role.
If you are unable to complete your application via our recruitment system, please get in touch with us on firstname.lastname@example.org.
What you are required to submit
- A CV;
- A covering letter which details your experience, strengths and potential in the requirements set out in the essential and desirable criteria;
- Completion of a Word document, with examples of how you satisfy the person specification and the Realising Your Potential Approach criteria. Please ensure you give detailed examples of how you meet these criteria if requested.
Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.
For further information regarding this post, please contact; Judy Burg, Head of Collections. Email: email@example.com
Contact information for technical difficulties when submitting your application
If you encounter technical difficulties when using the online application form, we prefer you send enquiries by email. Please send your name along with a brief description of the problem you’re experiencing to firstname.lastname@example.org
We will notify you on the status of your application at various points throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails.
At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and believe our staff should reflect the diversity of the global community in which we work. We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.
As a University we foster a collegiate community of extraordinary people aligned to the University’s values. Equality, Diversity, and Inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do. At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive, and in doing so, recruit the world’s best candidates from all backgrounds and identities. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.
Person specification - skills, knowledge, qualifications and experience required
- Excellent oral and written communication skills and the ability to develop effective working relationships, both internally and externally.
- Proven IT skills, including use of Microsoft Office and knowledge of key aspects and requirements of digital preservation.
- Educated to degree level (or equivalent experience).
- Post-graduate professional qualification in archives management or equivalent.
- Professional archives practitioner with specialist knowledge and expertise used to influence events and activities within the organisation.
- Track record of effective management and development experience and/or an enhanced management qualification applied across a large service team or teams.
- Experience of providing specialist advice and guidance in archives practice to a range of customers and colleagues, including more senior colleagues.
- Ability to contribute to planning at operational and strategic levels.
- Continuing professional development required to maintain professional recognition.
- Knowledge and experience of ensuring compliance with regulatory and organisational policy and guidelines.
- Experience of being able to network effectively and develop strong and productive working relationships, to influence perceptions of the University.
- Experience in procuring, implementing or using tools and systems for processing and preserving digital archives.
Realising Your Potential Approach
- PROVIDING LEADERSHIP AND DIRECTION - Seeing the work that you do in the context of the bigger picture and taking a long-term view. Communicating vision clearly and enthusiastically to inspire and motivate others. Ensuring plans are consistent with the objectives of the University and encouraging a University-wide perspective.
- FINDING SOLUTIONS - Taking a holistic view and working enthusiastically and with creativity to analyse problems and develop innovative and workable solutions. Identifying opportunities for innovation. Identifying and pursuing opportunities to work in partnership with external organisations to generate and develop ideas
- DEVELOPING MYSELF AND OTHERS - Showing commitment to own development and supporting and encouraging others to develop their knowledge, skills and behaviours to enable them to reach their full potential for the wider benefit of the University. Keeping up to date with what is happening in the wider HE environment and communicating this to your team where appropriate
- ACHIEVING RESULTS - Planning and organising workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria. Being knowledgeable about key stakeholders and how they may influence the work of your department.
Job Family: Community, Participation and Engagement Services
OUR CHARACTERISTICS: We are a globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, in a unique and historic setting.
OUR VALUES: We are inspiring, challenging, innovative, responsible and enabling.
Durham University is one of the world's top universities with strengths across the Arts and Humanities, Business, Sciences and Social Sciences. We are home to some of the most talented scholars and researchers from around the world who are tackling global issues and making a difference to people's lives.
The University sits in a beautiful historic city where it shares ownership of a UNESCO World Heritage Site with Durham Cathedral, the greatest Romanesque building in Western Europe. A collegiate University, Durham recruits outstanding students from across the world and offers an unmatched wider student experience.
Durham University seeks to promote and maintain an inclusive and supportive environment for work and study that assists all members of our University community to reach their full potential. Diversity brings strength and we welcome applications from across the international, national and regional communities that we work with and serve.
It is expected that all staff within the University:
- Contribute to our learning culture by engaging in mentoring, training and coaching.
- Positively contribute to fostering a collegial environment; as well as demonstrating commitment to equality, diversity and inclusion.
- Have due regard to Health and Safety requirements appropriate to grade and role.
Family key attributes
Roles in this family provide an excellent stakeholder experience for our diverse and supportive community.
Overall family purpose
- Provide excellent student support services, development and extra-curricular activities.
- Align and deliver programmes and activities to meet operational and strategic objectives to enhance the stakeholder experience.
- Respond to stakeholders at the point of service delivery, either in situ or remotely.
- Facilitate the development of excellent colleague and academic engagement.
- Provide a stakeholder focussed service designed to increase widening participation and diversity.
- Promote the Durham reputation by establishing and broadening national and international community links to enhance the cultural and economic viability of the City and region.
- Enhance the Durham wider student experience by developing extra-curricular activities.
- Contribute to and enhance active, inclusive and supportive communities of stakeholders.
- Work collaboratively and network across the University with staff in other families to ensure a smooth, timely and high-quality delivery of service.
- Engage with suppliers, consultants and specialist professionals to deliver programmes and activities to enhance the stakeholder experience.
- Engage and encourage outreach and participation with external professionals, schools, alumni and donors.
- Engage and network with both internal and external stakeholders to facilitate knowledge exchange and impact through local, national and international communities.
Link to key strategic plan
- An economically and environmentally sustainable approach to delivering stakeholder focussed services across the University;
- A world-class student, alumni and donor experience;
- Focussed on the needs of all users working together to deliver front-line services as part of the Wider Student Experience;
- Learn from and match best practice in the Wider Student Experience around the world;
- Opening up our world-class sporting facilities to local clubs and athletes;
- Support and facilitate activities as part of the Widening Student Experience at Durham;
- A stakeholder-focused orientation, offering satisfying careers to all staff;
- Ensure that an increasingly diverse workforce is treated equally, fairly and with respect, and that all staff are demonstrably valued and actively engaged.
DBS Requirement: Not Applicable.