Assistant Archivist (Estates Cataloguer)

Job Description

Reporting to: College Archivist

Location: Jesus College, Cambridge

Hours: Part time, 14 hours per week (permanent)

Salary: In the range £26,000 to £32,000 per annum (pro-rata) depending on experience and qualifications 

This job description is a guide to the work the post-holder may be required to undertake but does not form part of the contract of employment and may change from time to time to reflect changing circumstances. 

Main Purpose of the Job 

The Assistant Archivist (Estates Cataloguer) will mainly be responsible for the organising, cataloguing and repackaging of the College’s Estate Archives. The main purpose of the role is twofold: to create catalogues of records relating to College properties and estates that will contribute to the overall aim of making the College Archives available for educational and scholarly purposes, but also to provide efficient finding aids for the use of the bursary when answering enquiries relating to current College property. The College’s Estate Archives are a considerable part of the main College Archives, which preserve the College’s historical identity and cultural memory, but also evidence the College’s proof of ownership to its landholdings.  

Although the main purpose of the job is to catalogue the College Estate Archives, the postholder will also be asked to assist with wider Archive projects. They will also be expected to contribute towards the wider running of the College Archives including supporting research, answering external enquiries, retrieving documents, monitoring researchers and managing the reading room. They will deputise for the Archivist in their absence. 

MAIN AREAS OF RESPONSIBILITY 

Cataloguing, listing and sorting  

• Catalogue documents relating to College properties dating from the 16^th century to the present day (although cataloguing of some earlier deeds may be required). This will include but will not be limited to deeds, leases, correspondence, maps and plans. 

• Cataloguing will be into AtoM, an ISAD(G) compliant Archives catalogue currently used by the College. Cataloguing will be done to national and international archival cataloguing standards. Cross-references to relevant entries in other Archive repository catalogues and to secondary sources will be required. 

• Very basic lists created in the 1950s of the oldest documents will be used to create the basis of some entries, although checking of these lists will need to be done to ensure information included in them is correct. 

• Rationalise existing boxes of material by bringing together documents relating to the same property. On occasion, this will involve working with the Archivist to dispose of unnecessary duplicate copies of documents. 

• Work with the Archivist to formulate a catalogue structure that can be applied to the Estates records that will meet the needs of both researchers and historians and users of current documents including the College bursary and College solicitors. 

• Work with the Archivist to create a centralised repository for electronic records relating to the College estates and property. 

Preservation and repackaging 

• Ensuring the long-term preservation of records through proper repacking and storing of material. 

• Maintaining a conservation list of property deeds and working with the Archivist to prioritise items in need of conservation. 

Professional 

• Maintaining and updating professional skills through attending appropriate training and networking events (e.g. of the Cambridge Archivists Group and Archives and Records Association)

Benefits

• Membership of a defined contribution pension scheme with a death-in-service benefit of two times salary
• Membership of a healthcare cash plan - Medicash
• Free daily staff lunch when in College
• Access to a range of family friendly policies and welfare support services, including maternity coaching
• Staff Forum and a Staff Social Committee that organises Christmas & Summer staff events
• Cycle to work scheme
• Use of the College Gym, Tennis courts and Library
• 33 days holiday (including bank holidays)
• Free parking on site (subject to availability) 

Probation period

The appointment will be subject to an initial probationary period of three months during which the appointment may be terminated by one week’s notice on either side. Following the successful completion of the probationary period, the period of notice would be one months’ notice on either side.  

Equal Opportunities and Data Protection

The College is actively committed to including and supporting all under-represented groups, and promoting an inclusive culture, valuing diversity. The College encourages applications from all sections of society.  

The College has a responsibility to ensure that all employees are eligible to live and work in the UK. In applying for this role, you will provide personal data which the College will process in accordance with its data protection obligations and Data Protection Policy. Please ask the HR department for further details if required. 

How to apply

Please download and complete our College Application and Equal Opportunities Forms, which can be found online via the apply button above.

Completed forms must arrive by 12th January 2025 and interviews will likely be week commencing 20^th January 2025. 

PERSON SPECIFICATION 

ASSISTANT ARCHIVIST (ESTATES CATALOGUER)

Qualifications/academic achievements required to do the job:

Essential:

• A good honours degree or equivalent
• A post-graduate professional archival qualification (or working towards)

Experience – type and depth of experience required to do the job:

Essential:

• Experience of cataloguing to archival standards
• Understanding of conservation issues
• Excellent IT skills and competence in automated cataloguing and archival databases
• Good level of knowledge of relevant legislation applicable to the role such as Data Protection
• Keen interest in and willing to develop knowledge of College history, particularly the development of College estates

Desirable:

• Experience working with property and estate papers, demonstrating an ability to transfer skills to a College Archives environment
• Some basic knowledge of conveyancing and land registration law

Special aptitudes required:

Essential:

• Excellent communication skills (both oral and written)
• Professional, confident and articulate in dealing with a range of people.

Personal disposition:

Essential: 

• Flexible approach to work and willingness to adapt to meet some tight deadlines.
• Tact and discretion when dealing with confidential information.
• Ability to work well as part of a small team.