Further Particulars
ARCHIVIST
Brasenose College
Introduction to College Archives:
The King’s Hall and College of Brasenose was founded in 1509 and is one of the most popular
colleges for student applications in Oxford, testifying to its unique mix of history, beauty,
friendliness, inclusiveness and intellectual vitality. Brasenose’s commitment to academic excellence
is vouched for by the exciting new developments in the Library and Archive, which will see a new,
fully modernized basement archive, a new reading room in the Old Cloisters beneath the main
library, refurbished Upper and History Libraries, and not least, refurbished office space for library
and archive staff. This work is being fully funded by about £5 million in gifts from alumni, courtesy
of a successful fundraising campaign specifically on behalf of the Library and Archive project.
The archives are among the larger collections in Oxford, with major cataloguing projects carried out
in 1885-1909 and in the 1960s. There are excellent collections relating to the College estates, and
documents reflecting day to day life in the eighteenth century through tradesman’s bills, detailed
accounts and interesting volumes outlining the College customs. The archives record both corporate
and individual lives – for example the working life of the Bursar in the nineteenth and twentieth
centuries can be traced though the survival of both incoming and outgoing letters. There is also a
fascinating collection of photographs, particularly for the period 1880-1948.
The Archivist’s role includes the appraising, cataloguing and retro-conversion of substantial amounts
of material, in addition to monitoring storage and conservation and attending to data protection and
records management. In the next few years the Archivist will be also responsible for managing the
move to the new archive space and developing a digital records policy. We are particularly keen for
the Archivist to develop fruitful working relationships both within and beyond the college that will
help foster awareness of the college’s history and archives, including developing exhibitions and
displays in partnership with the librarians especially in relation to the Rare Books and Manuscripts
collection.
Job Overview:
To be responsible for all aspects of management of the archives, including acquisitions, cataloguing,
indexing, access, storage and records management.
Duties:
1. To oversee the day- to- day management of the Archives reporting to the Fellow Librarian,
advising on records management and including overseeing all storage facilities and
arrangements to allow for efficient retrieval.
2. To advise and manage long and medium term storage, preservation and conservation of the
College’s archives by all appropriate means. To carry out basic conservation, including
boxing.
3. To promote actively the use of the archives within College and beyond in liaison with the
Library, the Development Office and other College offices, producing talks, exhibitions,
articles, presentations and web-based material and through use of new media.
4. To introduce and apply policies for the efficient collection and retention of archival materials
and digital records including photographic and other images.
5. To assist Officers of the College to manage their information sources by undertaking surveys
of records held in traditional and electronic formats, by establishing retention and
destruction schedules that comply with legislation, relating both to paper and e-records and
by continuing to establish procedures for the severe destruction of material or for the
transfer of material worthy of permanent preservation to the College Archivist and arrange
for the transfer of new material to the Archives, advising on and contributing to the
management of semi-current records. To advise on the retention and disposal of modern
records in conjunction with College staff.
6. To handle enquiries relating to the College’s archives from within College, from the
academic community and from the general public, and to host researchers who visit the
archives in person.
7. To identify and liaise with potential donors of material and arranging where appropriate for
the transfer of such material by gift, bequest or purchase etc, ensuring that new material is
accessioned and that donors are recorded and thanked.
8. To advise record holders on matters relating to compliance with legislation eg copyright,
Data Protection and Freedom of Information.
9. To catalogue unlisted material, including the retro-conversion of existing catalogues to Adlib
or its successor according to best practice.
10. To write articles for any College publications eg The Brazen Nose and The Brazen Notes as
required.
11. To manage the delegated budget for the archives.
12. To liaise with the Oxford archives community as required.
Person Specification
Essential
 A recognised qualification in archive administration including up to date knowledge of
national standards and ISAD(G) requirements.
 Relevant previous experience of working in an Archive or Record Office, preferably
academic, higher education or related environment.
 Previous experience of establishing and maintaining digital records or the ability and
willingness to develop this knowledge.
 The ability to work with a range of materials including mediaeval records to modern papers
including title deeds and graphic material.
 Knowledge of Latin or willingness to acquire sufficient knowledge to read formulaic
mediaeval Latin.
 Familiarity with palaeography from 1100s onwards or willingness to acquire the appropriate
skills.
 Energy, vision and creativity to communicate effectively with the college community and
wider public to actively promote the archives.
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The ability to work independently and also within a team with a high level of motivation and
commitment.
Excellent communication skills, oral and written and the ability to build good working
relationships effectively.
Ability to work accurately with attention to detail.
Excellent organisational and forward planning skills.
Good IT skills including Microsoft Office and familiarity with electronic archival cataloguing
systems preferably including Adlib.
Terms and conditions
The post is advertised at University Grade 7.
There is flexibility available over total hours to be worked, subject to agreement, based on either
a part- time, 4 day a week contract or full time, working 5 days a week.
Hours of Work
Full time hours would be 35 hours per week.
Normal office hours are 9am to 5pm but there is some degree of flexibility over daily hours
subject to approval.
One unpaid hour for lunch 12pm to 1pm.
Salary
The salary will be on the University Grade 7 scale £30,434 to 37,394 per annum according to
qualifications and experience.
Holiday entitlement (for full time contract) is 30 days, plus 8 statutory Bank Holidays. 5 days to
be saved per year for Christmas closure of College.
Benefits
-to-work scheme.
Application process
Please download the College application form and recruitment monitoring form from the
College website (at http://www.bnc.ox.ac.uk/job-vacancies/) and send it with a covering letter
setting out explaining why you are interested in the position and what would make you suitable
for the position. Please return to Marie Murphy, PA to the Bursar, Brasenose College, Oxford,
OX1 4AU or electronically to hr@bnc.ox.ac.uk.
Your referees will be contacted once an offer has been made.
The closing date for receipt of applications is 9am, 16th February 2015. Interviews will take place
on 24th February 2015. Late applications will not be accepted.
January 2015