NATIONAL ARCHIVES of SCOTLAND
BAND B, RANGE 1
Graduate Trainee Archivists
________________________________________________________________
Applications are invited from graduates intending to pursue an archives career to
join our Reader Services and Private Records Branches. These 1 year fixed term
appointments are designed to provide pre-course work experience, and during
their time in post candidates will be expected to apply for a place on one of the
full-time university archive diploma courses. We have two vacancies in
Edinburgh and the successful candidates will spend six months in each branch.
Contracts will start in 1 September 2008.
The National Archives of Scotland has one of the most varied collections of
archives in the British Isles. It is responsible for preserving the public and legal
records of Scotland but also holds many local and private archives including
estate, industrial and business records. The NAS holds records spanning the
12th to the 21st centuries, in many different formats including around 100,000
maps and plans and touching on virtually every aspect of Scottish life. The NAS
also advises Scottish government departments, institutions, businesses and
private individuals on the care of their records. Further information can be
found on our website at www.nas.gov.uk.
Scope of Duties
Trainee Search Room Archivist
Historical Search Section
General Duties
1. To advise readers on NAS sources and the use of finding aids and also on
record sources held elsewhere.
2. To reply to written and telephone enquiries on historical topics and record
sources in NAS and elsewhere.
3. Other duties as appropriate.
Business Objectives
1. To draft answers to written enquiries in time to enable the Section to meet its
overall target of 95% answered within 20 working days, in order to inform
enquirers accurately about the resources of the NAS and other institutions.
2. [Timing to be agreed with line manager depending on previous experience],
gain a working knowledge of the core NAS collections in order to be able to
provide high quality advice to readers and enquirers.
Trainee Archivist
1
Private Records Branch
General Duties
1. Cataloguing records of historical interest, using the NAS’s CALM electronic
catalogue.
2. Editing existing catalogues.
3. Assisting with the administration of collections, including possible liaison
with depositors.
4. Providing cover for staff in the Historical Search Room.
5. Occasionally assisting the branch’s cataloguing officers.
6. Helping others in the branch with archival duties that may arise.
Business Objectives
1. Cataloguing 800 record file entries.
NAS are committed to the training and development of its staff.
Qualifications and Experience
Candidates must have an honours degree, preferably first or upper second class,
in history or another arts subject. You must be looking for pre-course work
experience before applying for a postgraduate course in archives administration.
You will also be able to demonstrate an interest in archives work, and an
understanding of archives as a career.
Application
Applications should be made on the standard application form, and must include
qualifications, and examples of work experience which demonstrate how you
meet the following competencies:
Self Management
While working in Private Records Branch, you will be expected to be able to
work with little supervision. You will be able to work on your own initiative
managing your own workload with the ability to adapt to changing priorities.
You will need to present ideas in a clear and positive way and be aware of the
wider environment.
Information Management and Communications/ Analysis and use of
evidence
It is important that you are able to produce concise, well structured written work.
When working in Private Records Branch, you will be expected to catalogue
new accessions and edit existing catalogues, which requires the ability to create
and present information accurately to agreed cataloguing standards. In both
posts you will need to be able to analyse information quickly from a variety of
published and online sources and, present that information in the most
appropriate format.
2
Customer Service
Internal and external stakeholders will be seeking guidance and advice on NAS
holdings and may require access to original documents. You will be able to
communicate appropriately with a wide range of stakeholders and provide a
consistently professional and helpful point of contact, working within NAS
standards and guidelines.
Archival Knowledge and Aptitude
The two vacancies advertised are for graduates who require work experience
before applying for one of the postgraduate archive and records management
courses. You must be able to demonstrate a keen interest in archival work and a
commitment to a career in archives. You should understand the nature of archive
work and how it differs from research. You should have some experience of
working in an archive or have visited other archival institutions.
You should also include contact details for two referees, one academic and one
work-based. We will only follow-up references for candidates who are invited
to interview. Your completed application form must be returned to Ms Leanne
Swallow leanne.swallow@nas.gov.uk - alternatively paper copies can be sent to
Ms Leanne Swallow, Senior Search Room Archivist, National Archives of
Scotland, HM General Register House, 2 Princes Street, Edinburgh EH1 3YY to
arrive no later than 28 May 2008. Without these documents we will not be able
to consider your application. Interviews will be held on Thursday 26 June 2008.
You may contact Leanne Swallow for further information about the posts:
leanne.swallow@nas.gov.uk or 0131 535 1332
Selection
The candidates who appear from the information available to have the most
appropriate qualifications and experience will be invited to interview. It is thus
essential for your application to cover the competencies described above.
Interviews will be held at HM General Register House, in 2 Princes Street
Edinburgh on Thursday 26 June 2008. The structured, competency-based
interview will last about 40 minutes. The selection Board will consist of three
interviewers who will question you mainly on subjects connected with your
academic and/or work experience and interests. The Board’s aim will be to gain
an insight into your commitment to archives as a profession, and your ability to
meet the competencies described above.
The Board will recommend the candidates considered most suitable for
appointment.
Nationality
3
You must be a UK or other European Economic Area national, a
Commonwealth citizen, a British Protected Person or a citizen of British
Dependent Territories.
Disability
We are participants in the Employment Services “Positive about Disability”
scheme. Under the terms of the scheme we shall interview applicants with a
disability who satisfy the basic criteria for appointment. A guaranteed interview
will only be given where an applicant has declared a disability on the diversity
monitoring form.
To find out more about Disability in the Civil Service, you can access our
Disability Fact Sheet at
http://www.scotland.gov.uk/About/Recruitment/DisabilityFactsheet
Personnel Security Standard
As of 1 January 2008 the Scottish Government introduced a new baseline
personnel security standard which provides a more consistent and rigorous preemployment screening process for prospective Scottish Government staff and
non-Government staff who require access to Scottish Government premises for
work purposes.
If you are successful in obtaining a job with the Scottish Government you
will be subject to these additional security checks. In accordance with this you
will be required to provide:
 your original birth certificate
 Photographic ID
 A bill or financial statement for you current address, preferably a utility
bill. Please note that mobile phone bills are not acceptable
 Basic Disclosure certificate
If you do not have photo ID, you should provide a passport sized photograph of
yourself endorsed on the back with the signature of a person of some standing in
the individual’s community (e.g. a JP, medical practitioner, officer of the armed
forces, teacher, lecturer, lawyer, bank manager, civil servant etc) and
accompanied by a signed statement, completed by the same person, stating their
name in full, the period of time that you have been known to them (minimum 3
years) and their contact details. The signatory will be contacted to confirm that
he or she did, in fact, complete the statement.
4
If you have any question about these additional pre-employment checks please
do not hesitate to get in touch.
Basic Disclosure certificate
The Scottish Government requires security checks on all successful candidates
and due to Part V, Police Act 1997, and a new system of disclosing criminal
history information has been introduced. Successful candidates will be required
to produce a Basic Disclosure certificate less than 12 months old, prior to taking
up employment. Basic Disclosure certificates are available from Disclosure
Scotland, Disclosure Scotland, PO Box 250, Glasgow, G51 1YU, telephone:
0870 609 6006, Fax: 0870 609 6996, E-mail: info@disclosurescotland.co.uk
and will cost you £20.00 Further information on Disclosure certificates can be
found at the Disclosure Bureau’s website www.disclosurescotland.co.uk
Referees
You are required to include details of two referees to cover a 3 year period, if
appropriate, on a separate sheet which forms part of the application form. One
should be your current or most recent employer; the second is likely to be a
previous employer. If you have not been in previous employment (or cannot
provide a second employment reference) and have undertaken relevant further
education, you can give the name of the academic staff best acquainted with your
work and conduct. You can give more than one name if this is necessary in order
to cover the period of such education. Please note we will request factual
information from your employment referees such as dates employed, last
position held, reason for leaving and details of work performance ratings, sick
absence records and disciplinary records (if any). Academic referees will be
asked to provide details of your course work, result achieved or expected, and
the referee’s impression of your ability in relation to your course work and future
career potential.
Please do not send testimonials.
If your application is successful, we will write to your referees, provided you
have given permission to approach them. If you have not given permission, we
will contact you before any referee is approached. By signing your application
you are giving consent for us to obtain the information as outlined above.
Salary
The salary will be £17 000. Salary is paid monthly by credit transfer.
Working Pattern
The normal working week is a 5 day week of 42 hours, including lunch intervals.
You may have the scope to participate in the Scottish Government’s flexible
working hour’s scheme. Consideration will be given to candidates interested in
part-time or other non-standard working patterns and in-line with best practice,
5
the Scottish Government has extended to all staff the right to request a flexible
working pattern. All requests will be seriously considered.
Annual Leave (pro rata for part-time)
You will have an annual leave allowance of 25 days, rising to 30 days after 10
years. In addition, all staff receive 11½ days public and privilege holidays taken
at fixed times of the year
Travelling and Subsistence
Subsistence allowances and travelling expenses on official duty are paid. The
cost of normal daily travel between home and office is not reimbursable.
Health Standard
You will be asked to complete a health declaration and, if necessary, to attend a
medical examination.
Sick Absence
You may be allowed up to 6 months sick absence on full pay, less any National
Insurance benefit received, in any period of 12 months. After that, a further
period may be granted at reduced pay, subject to a maximum of 12 months sick
absence in any period of 4 years or less.
Appointments
These are one-year fixed term work placement opportunities for graduates as
part of the pre-course requirement for a full-time university archive diploma
course. You will be expected to apply for such a course during your
appointment.
Permanent Employment
If you wish to secure a permanent position with the Scottish Government you
must be recruited through one of our fair and open recruitment competitions.
Interview and Relocation Expenses
Travel and subsistence expenses incurred during the selection process are the
responsibility of the applicant. The Executive does not pay for any relocation
expenses the successful applicants might incur in taking up these appointments.
Outside Activities
As a civil servant, you may not take part in any activity which would in any way
impair your usefulness to the Service, or engage in any occupation which may
conflict with the interests of the Scottish Government or be inconsistent with
6
your official position. Subject to these conditions, work of a minor or short-term
nature (for example, vacation work or work after hours) is normally allowed,
provided you seek prior permission.
You will also be subject to certain restrictions, depending on your grade and the
nature of your work, on national and local political activities. These include
standing as a candidate in parliamentary or local authority elections, or
canvassing on behalf of candidates; and expressing views on matters of political
controversy in public speeches or publications.
Please note that this fact sheet is provided for information only and does not
form part of Department’s conditions of contract.
7