EMBL Archive and Records Manager at European Molecular Biology Laboratory (EMBL)

About the team/job

We are seeking two experienced information professionals with expertise in archiving and records management. These posts 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. These two posts will be responsible for EMBL’s archiving and records activities in support of the EMBL mission. The first position will be primarily responsible for records management; the second position will be primarily responsible for the EMBL archive. However we expect these two positions to work closely together to provide the necessary coordinated services across the entire records management and archiving workflow. Therefore we seek two flexible professionals that are comfortable working across the full document lifecycle. 

Your role

Records Management

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. 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.

Duties and responsibilities:

  • Development of records management policies and implementable guidelines for records management and access within EMBL
  • Benchmark EMBL records management against similar research-performing organisation
  • Working with administrative colleagues, advise on document retention schedules and classification schemes
  • Form a user group to assist with the prioritisation of records management improvement projects
  • 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, in particular the archivist, to ensure this work is integrated into related activities across the office.
  • Communication of guidelines/processes as appropriate to EMBL staff

Archive Management

The EMBL Archive captures, preserves and shares EMBL’s scientific and institutional heritage. This position will have primary responsibility for the management of the EMBL Archive according to professional best practices and with consideration to EMBL’s institutional culture. Working with the records management incumbent in particular, as well as other 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.

Duties and responsibilities:

  • Manage and monitor the EMBL Archive’s policies, procedures and collection workflows
  • Liaise with EMBL scientific and administrative staff to build the Archive collection
  • Benchmark the EMBL Archive against those in similar research-performing organisation
  • Form a user group made up of key stakeholders across EMBL to assist with the prioritisation of archiving activities to meet institutional needs (for example, Communication, International Relations, and Alumni Relations)
  • Liaise with IT staff to identify and deliver/manage appropriate technical solutions to support the guidelines, as required
  • Carry out appropriate preservation and conservation actions on the holdings of the EMBL Archive, such as accessioning;
  • Strong collaboration with colleagues in the Office for Scientific Information Management, in particular the records manager, to ensure this work is integrated into related activities across the office.
  • Communication of archiving policy and projects as appropriate to EMBL staff 

You have

Qualifications and Experience

Applicants for both posts must be able to demonstrate recent experience in managing records and/or archival collections, 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.
  • Ideally 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.
  • 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 approx. 2000 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.

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

When you respond to this advertisement, please state your preferred professional concentration, if applicable. 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 4th October 2021.

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