Westminster School - Archives and Records Management Assistant (Graduate Trainee)

South West London
Westminster School
Part-time | Temporary

Summary

We are currently seeking to fill the position of Archives and Records Management Assistant (Graduate Trainee).

Detail

Required for: September 2025

Location: Great School (Dean's Yard).

Contract: part-time, fixed term contract of two years. This role is suited to someone wishing to work alongside studying for an Archives and Records Management qualification.

Hours of work: Hours of work are 21 hours per week, to be worked at mutually agreed times from Monday to Friday. Core hours are between 09:00 to 18:00, but start and end times can be flexible

Salary: The salary for this role is £16,200 (actual) based on an full-time equivalent of £27,000 per annum.

The deadline for applications is midday on Tuesday 8th July 2025. Interviews will take place in-person w/c Monday 21st July 2025.

Additional benefits

- Free school meals when on site

- Generous School pension scheme

- Free access to the School’s leisure facilities, including a fitness gym (restricted hours).

- Cycle to Work Scheme and season ticket loans following completion of our standard probation period

- Private medical insurance (opt in).

- Discretionary Christmas shutdown period.

The Archive cares for and promotes use of the school’s heritage collections, which include records, rare books, works of art and artefacts. It also works to improve records management throughout the organisation. The Archives and Records Management Assistant (Graduate Trainee) will support and work alongside the full-time Archivist and Records Manager. This role is intended for a graduate who wishes to gain archive experience before or whilst undertaking a postgraduate course in Archives and/or Record Management. Opportunities for training and professional development will be provided.

Westminster School is committed to developing its archives and records management throughout the organisation. During the contract, the post holder will receive training from their line manager, a qualified Archivist and Records Manager, to help equip them to apply for, or complete, a recognised postgraduate Archives and Records Management course or similar sector qualification.

Records Management

Assist with surveying records and destroying those not required for permanent preservation in line with the School’s Records Retention Policy.
Caring for the Collections (training will be given)
Cleansing of existing data held in the School’s legacy electronic catalogues (based in Microsoft Excel), under the supervision of the Archivist.
Assist with the sorting and listing of the physical archive collections to professional standards (International Standard for Archival Description) using AtoM software and in accordance with the Archive’s own practices (training will be given).
Support the Archivist in developing the School’s digital archive of electronic records, using the digital preservation tool Archivematica.
Assist with the storing and re-packaging of collections in line with best practice methods.
Assist in monitoring environmental conditions in the Archive’s stores.

Access and Outreach

Respond to enquiries relating to archives and records management from internal and external parties and, where appropriate, supervise researchers.
Support the provision of co-curricular opportunities for pupils to become involved in the archive, through the School’s existing channels, such as Lower School Activities, Options and the voluntary programme.
Assist the Archivist in the preparation of exhibitions.
Produce articles and social media posts to promote the School’s collections to a variety of different audiences.

General

Continue developing professional knowledge and skills through involvement with the School Archives and Records Association, the Archives and Records Association and other networking groups and undertaking relevant additional training.
Any other duties that may be reasonably requested by the Archivist and Records Manager.

Hours of work

The position is a part-time, two-year contract. Hours of work are 21 hours per week, to be worked at mutually agreed times from Monday to Friday between the hours of 08:00 and 18:00. It is envisaged that the post holder will work three days a week, but other arrangements will be considered. On rare occasions evening work may be required, for which time off in lieu will be granted.