JOB INFORMATION PACK
Job Ref:
15/41
Directorate:
Business and Culture
Job Title:
Temporary Archivist Part-time
Location:
Derry City and Strabane District Council
Working Hours:
20 hours per week
Salary:
Scale PO2 (35-38 ) £30,178 - £32,778
Post Status:
Temporary for 6months in first instance
Closing Date for
Applications:
Interview Dates:
06/08/2015 at 12.00 noon
Contact Details
Human Resources Tel: 02871 253 253
Documents enclosed
Job Description, Person Specification
Application and Monitoring Form
Application Form Guidelines
Shortlisting Guidelines
Monitoring Form explanatory notes
Fair Employment Policy
TBC
DERRY CITY AND STRABANE DISTRICT COUNCIL
JOB DESCRIPTION
JOB TITLE:
Archivist
SCALE:
PO2
REPORTS TO:
Curator
KEY PURPOSE
Develop and manage staff and resources for the archive, genealogy and record
management service in compliance with Museums and Archive standards.
DUTIES AND RESPONSIBILITIES
1. Design and implement finding aids, catalogue lists and published guides for the
archive collection applying latest technology in compliance with Museum and
Archive bodies.
2. Prepare and implement a record management policy in compliance with
Museum and Archive standards and statutory obligations including advising on
disposal, retention and file management systems.
3. Develop and manage initiatives to create awareness of service provisions,
including the project management of major capital projects.
4. Provide staff training for collection care, documentation procedures, security of
collections, access and use of collections, legislative requirements, and the
development and formulation of specific collection projects.
5. Develop, implement and provide preservation services for archival materials
including binding, documentary repair, paper conservation techniques,
transport, storage, security and environmental conditions in compliance with
Museum and Archive bodies.
6. Manage the Genealogy service including monitoring of budgets and
applications for funding. Develop projects specifically targeted at the family
history market including publications, access and website requirements.
7. Identify, negotiate and organise acquisitions and/or loan items. Arrange
insurance, security and indemnity details for research and display practices in
accordance with established procedures within areas of responsibility.
8. Respond to day to day enquiries from a range of stakeholders regarding
collections, history and heritage of the region, and genealogical services.
9. Identify and prepare funding applications to regional and national bodies and
manage the procurement of specialist resources as required.
10. Attend as required Council committee meetings, prepare and deliver reports
and presentations and represent Council.
11. Assist in the general archival and curatorial operation of the permanent
galleries and museum sites.
Please note: This job description is a broad picture of the post at the date of
preparation. It is not an exhaustive list of all possible duties as it is recognised that
jobs change and evolve over time. The post holder will be required to carry out any
other duties up to and including the grade for the position offered as necessary to fulfil
the purpose and function of the post.
DERRY CITY AND STRABANE DISTRICT COUNCIL
ARCHIVIST
PERSON SPECIFICATION
Essential
Qualifications
/Experience
A degree qualification in any discipline plus
A third level qualification in Archival or Museum
Studies
Assessment
Application
form/
Interview
A minimum of one year’s employment experience
working in an archival environment and to include
experience in the following:
 Acquiring, document, preserve and present archival
collections
 Surveying of archival and record collections in
accordance within Archival legislation
 Develop and maintain a cataloguing systems in
accordance with relevant guidelines
 Negotiation of contracts, development of loan
agreements and commission of exhibitions
 Development of historical, heritage and archival themes
for major projects and exhibitions
Technical
Working application of Microsoft Word, Access,
Competencies/ Excel
Knowledge
Working application of relevant cataloguing systems
Working application of cataloguing guidelines for
archive collections
Application
form/
Interview
Operational
Level
Behavioural Competencies
Assessment
Full details of the Competency Framework for Local
Government is available from the following link:
http://www.lgsc.org.uk/fs/doc/publications/competen
cy-framework-for-local-government.pdf
Interview
The following 6 competencies have been identified
for this post:
1.3 Managing performance: Sets clear, aligned,
high standard performance goals & objectives for
self, others and the organisation.
2.1 Managing our own work: Plans, structures
and prioritises own work to achieve optimum
results.
3.1 Collaborating in a political environment:
Develops and manages effective networks by
establishing common ground.
3.3 Meeting customer needs: Establishes the
needs of customers and strives to ensure that these
are met.
4.1 Problem solving and decision making:
Gathers information from a range of sources.
Analyses information to identify problems and
issues. Makes effective decisions and
recommendations based on resolution agreement
within an environment of trust, mutual respect and
co-operation
4.4 Continuously improving services: Seeks to
continually improve the services and processes that
impact on users
Competencies will be assessed and monitored throughout the employment cycle.
Respect for diversity and equality underpins the core competencies required for the
post. Employees will be expected to treat all individuals with respect, respond
sensitively to differences and encourage others to do likewise during the course of
their employment with Council.
APPLICATION FORM GUIDELINES
PLEASE READ THE FOLLOWING INSTRUCTIONS CAREFULLY, AS A FAILURE
TO COMPLY WITH THEM MAY LEAD TO DISQUALIFICATION FROM THE
RECRUITMENT PROCESS AND YOUR APPLICATION NOT BEING CONSIDERED.

Information on the Council’s standard application form will ONLY be accepted, do
not include a CV, references, other additional information or continuation sheets.

The form layout MUST NOT be altered and word limit MUST be adhered to.

Applications MUST be submitted via our online e-Recruit system or by post.

Council reserve the right to carry out testing if deemed necessary.

It is the candidates’ responsibility to ensure the Council receives their application
form by the closing date. Applications received after the closing date and time
will NOT be considered.

All forms should be individually signed by the applicant, unless submitted via eRecruit. By signing the form or ticking the declaration box online you are
accepting that the information is complete and accurate to the best of your
knowledge. If you are found to have given false information or to have wilfully
suppressed any material you will be liable to disqualification and if appointed,
dismissed.

If you submit an application online via e-Recruit you will receive an email
confirming that it has been successfully received and this will include a
downloadable copy of your completed application and monitoring form.

Applications not submitted online via e-Recruit should be sent to the Monitoring
Officer at one of the addresses below:
Derry Civic Offices
98 Strand Road
Derry
Co. Derry
BT48 7NN
Strabane Civic Offices
47 Derry Road
Strabane
Co. Tyrone
BT82 8DY
Note: All recruitment in local government is regulated by the Local Government Staff
Commission's Code of Procedures on Recruitment and Selection.
SHORTLISTING GUIDELINES

The shortlisting criteria section of the form MUST be completed with sufficient
information to demonstrate how and to what extent you meet the requirements of
the post. Use the job description and person specification as a guide to help you
answer the questions in the application form.

For shortlisting purposes, the Selection Panel will ONLY use the shortlisting
criteria section of the application form.

Candidates MUST demonstrate how they meet the essential criteria and
desirable criteria in the relevant section. Please note that if there are a high
number of applications for this vacancy the desirable criteria may be
implemented.

Where the Person Specification states an equivalent qualification will be
considered, the responsibility lies with the applicant to demonstrate the
equivalency by providing as much information as possible about the qualification.

When demonstrating experience candidates must detail: Employer Name, Job
Title and Dates of Employment.

Each criteria on the application form is assessed individually and must therefore
be completed in full i.e. candidates should not rely on information included in a
previous answer for another criteria. Please provide details of your personal
involvement, through examples, e.g I planned, I managed etc.
EQUAL OPPORTUNITIES MONITORING QUESTIONNAIRE
EXPLANATORY NOTES
Derry City and Strabane District Council is committed to providing equality of
opportunity for all job applicants. These notes explain the purpose of the
questionnaire, the information to be provided and the way that information will be
used.
1. The questionnaire monitors your age, religious affiliation, gender, nationality,
ethnicity, sexual orientation, political opinion, marital status, disability and caring
responsibilities. However it is only essential that you complete your date of birth,
religious affiliation and gender.
2. The questionnaire will be given an Application Reference No. Only the Monitoring
Officer will be able to identify this number. Your name should not be written on
this questionnaire.
3. The information collected in this questionnaire provides the Council with
information on the profile of applicants. The information will be used to measure
the effectiveness of the Council's Equal Opportunity and Diversity Policy and will
assist the Council in developing and reviewing positive/affirmative action where
required.
4. The information in this questionnaire will not be viewed by the short listing panel
and will be strictly controlled in accordance with the provisions of the Data
Protection Act 1998.