Head of Archives

UK Hydrographic Office

Apply before 11:55 pm on Thursday 13th May 2021

 

Reference number

116085

Salary

£42,507

Grade

Senior Executive Officer
B1

Contract type

Permanent

Business area

UKHO - Corporate Services and Finance

Type of role

Architecture and Data
Estates
Library
Property

Working pattern

Flexible working, Full-time, Job share, Part-time

Number of posts

1

Location

South West

About the job

Summary

The UK Hydrographic Office (UKHO) is a leading centre for hydrography, providing marine geospatial data to inform maritime decisions. We work with a wide range of data suppliers and partners to support maritime navigation, safety, security and marine development around the UK and worldwide.

Job description

You will lead and be a member of the Archive Team which is part of the wider Finance and Corporate Services Division. You will report to the Head of Procurement but will also be answerable to the Ministry of Defence Departmental Records Officer. The role supports the UKHO in meeting our Public Task obligations, as governed by Act of Parliament. You will be required to run a professional archive service which involves liaising with the general public and hosting esteemed international visitors, as well as our own higher ranks within the Royal Navy and wider maritime community. Key tasks are:

• Manage and improve archiving of approximately 4 million records estimated at £100 million. Records include digital and paper records, artefacts, products, corporate records, etc.
• To build knowledge of the record collections at the UKHO, proactively acquire the permissions for information to be used by the UKHO and third parties.
• To increase accessibility of our records

As part of your remit you will be the lead for all historic and archival matters for the UKHO, as well as managing staff, physical building issues, research service, recruitment, digitisation, records management and other services to support the business. The Archives Team is currently a team of 8 people.

You will be required to represent the UKHO at different technical levels and deliver measurable improvements and transformation, requiring good communication and consultative skills, commercial acumen and an expert level of archival knowledge and expertise.

The post holder will be required to work with colleagues in the Ministry of Defence, The National Archives and the major cartographic institutions around the United Kingdom. You will be the focal point for the Archive Team and required to give subject matter expertise across a range of subjects, including the Royal Navy, cartography, surveying, hydrography and aspects of the history of the UK Hydrographic Office.

Responsibilities

• Line management to Archive Team including technical support and development of team.
• Business expert in all archive related items, including: cataloguing, internal and external complex escalated enquiries, data, archival, copyright, projects, expenditure, contracts, records management.
• Plan, coordinate and manage high-profile presentations and tours.
• Providing an accessions system and making management decisions for all items entering UKHO’s Place of Deposit in line with guidance from business users and The National Archives. Plus enabling intellectual access to the UKHO Archive.
• Work with The National Archive and MOD Defence Records Office to achieve and maintain an agreed strategy to the joint management of the UKHO archive.

Please note that we will only score against the sift and interview criteria and not the essential and desirable information below.

Essential Skills
• Strong Archival legislation knowledge, demonstrable experience of managing complex collections and sound decision-making skills.
• Strong interest in hydrographic and cartographic history with a proven track record in authoring published historic works in a specialism.
• Excellent relationship building skills and stakeholder management skills across all levels of the organisation.
• The UKHO’s heritage more easily accessible and discoverable.
• Experience of leading a team


Full brief of the Behaviours, strengths, ability, knowledge, skills and experience required

Things you need to know

• This role is open to full time, part time, job share. The UKHO will consider flexible working or workplace adjustments, where appropriate.
• Security – successful candidates must pass a disclosure and barring security check and gain a Security Clearance
• This position is a permanent position non-reserved post which is open to full time, part time and job share candidates. The role will be contractually based at our Head Office in Taunton. We are working remotely at present but envisage a hybrid working model post pandemic whereby you will be able to balance your work location between working remotely and in the office, You must be able to travel to the office as and when required.

SC – non reserved
This is a Ministry of Defence non-reserved post and although open to UK, British Commonwealth and European Economic Area nationals, successful applicants will require a security clearance (SC) and therefore need to have resided in the UK for a minimum of 12 consecutive months within the last 5 years.

Pay

External applicants:
New Entrants to the Civil Service will be expected to join at the salary minimum of the grade for which they applied. If an applicant at the offer stage wishes to negotiate higher starting pay, they will be required to submit a case with supporting evidence; UKHO will consider the case against several factors, including our total reward and benefits offering, the difficulty of recruiting the role and scarcity of skills. Higher starting pay will only be considered if the salary range (i.e. the minimum and maximum) for the role, and/ or specific allowance, has been advertised.

Internal Staff
Those who are successful for a level graded role will retain their current salary.
Those who are successful for a higher graded role will have their promotion salary calculated.
Further information can be found in the attached document “Additional Pay Information”

Existing civil servants from other government departments (OGDs): are subject to UKHO’s internal pay policies. Further information can be found in the attached Document “Additional Pay Information”.

Behaviours

We'll assess you against these behaviours during the selection process:

  • Changing and Improving
  • Communicating and Influencing
  • Managing a Quality Service

Technical skills

We'll assess you against these technical skills during the selection process:

  • Previous experience of managing complex collections, particularly of an archival background
  • the ability to converse at ease with members of the public and provide advice in accurate spoken English

We only ask for evidence of these technical skills on your application form:

  • Previous experience of managing complex collections, particularly of an archival background

Benefits

We offer a range of benefits to support your lifestyle, including generous leave allowances, flexible working hours, a lift-share scheme and regular training and development opportunities.

Working for UKHO, you could enjoy the following range of benefits: 26.5 annual leave, increasing after five years service.

Flexible working options include: Flexible working hours scheme, that includes up to two days per month Flexi leave, remote working, part-time working, job sharing, paid special leave, career breaks and unpaid leave.

We offer maternity, adoption and or shared parental leave of up to 26 weeks full pay, followed by 13 weeks statutory pay and a further 13 weeks unpaid leave; plus paternity leave of up to two weeks full pay, subject to certain qualifying criteria.

We also offer a brand new state of art award-winning building.

Things you need to know

Security

Successful candidates must pass a disclosure and barring security check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check.

See our vetting charter.
People working with government assets must complete basic personnel security standard checks.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Experience and Technical skills.
The sift is due to take place w/c 24th May 2021
Interviews are likely to be held w/c 31st May 2021
We will try to meet the dates set out in the advert. There maybe occasions when these dates change. You will be provided with sufficient notice of the confirmed dates.

This vacancy is using success profiles, and will assess your Behaviours, Strengths, experience and Technical Skills. The selection process will be designed specifically for the role. As a result, your assessment could include:

• An interview

Sift

You will be sifted against the following criteria:

Behaviours (Level 3)

• Communicating and Influencing
• Change and Improvement
• Managing a Quality Service

Experience

• Previous experience of managing complex collections, particularly of an archival background

Interview

You will be invited to a (virtual) face to face interview. You will be interviewed against the following criteria:

Behaviours (Level 3)

• Communicating and Influencing
• Change and Improvement
• Managing a Quality Service

Experience

• Previous experience of managing complex collections, particularly of an archival background

As an important aspect of this role involves regular spoken interaction with members of the public, the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential to be successful for the post.


Further Information
We have adopted anonymised recruitment. This means that your name, date of birth and other personal details will not be seen by the sift panel.

We may hold a merit (reserve) list for up to 12 months. During this time, if a similar role is identified and you have been placed on the merit list you may be considered for the post.

This position is a permanent position non-reserved post which is open to full time, part time and job share candidates. The role will be contractually based at our Head Office in Taunton. We are working remotely at present but envisage a hybrid working model post pandemic whereby you will be able to balance your work location between working remotely and in the office, You must be able to travel to the office as and when required

It is likely we will be able to start your employment with BPSS clearance (your clean DBS certificate and satisfactory references that we will obtain) before your SC/DV clearance is successful – this is called a conditional offer.

You will be presented with an unconditional offer only once you have obtained the necessary level of clearance for the role.

If your fail to gain SC/DV clearance, whichever is appropriate for the role you have applied for, your employment with UKHO will be terminated immediately.

Our ability to start employment on a conditional basis is subject to the specific requirements of the role and cannot be guaranteed; please contact our recruitment team if you would like further information: Recruitment.queries@ukho.gov.uk

Please note, if you have not been resident in the UK for the last 5 years (for SC clearance) or for the last 10 years (for DV clearance) then you may be requested to supply the information below:

• Evidence of your actual overseas residence (bills or rental agreements confirming addresses etc)
• Police Certificate providing confirmation that no criminal record is held in the overseas country of residence.
• Reference/Confirmation of employment from an employer in the overseas country of residence.
• Reference/Confirmation of residence or travel from friends, companions or fellow travellers that have knowledge of or have been in the company of you, when resident outside of the UK.
• Reference from a UK based organisation maintaining contract with a sponsorship of you, while residing overseas


Disability Confident – Guaranteed Interview

UKHO embraces diversity and promotes inclusion and equality of opportunity. We are a Disability Confident employer, which includes offering a guaranteed interview to candidates with disabilities, providing they meet the minimum selection criteria.

By ‘minimum selection criteria’ we mean that the evidence you provide in your application must demonstrate that you meet the minimum pass mark, set by the short-list panel, for each criteria listed in the ‘short-list’ section, above. The short-list panel will not be made aware of any disability you may choose to declare; this information will be processed solely by HR, in accordance with Data Protection legislation.

If you are a disabled candidate, please ensure you complete the Equality and Diversity form or inform our HR department, at recruitment.queries@ukho.gov.uk, if you wish to be considered under the Disability Confident guaranteed interview scheme.


Civil Service Recruitment

From 01/10/2020, UKHO’s HR Department is to provide a Fair Processing Notice (FPN) to all new applicants after they have been successful at interview.
These candidates will be informed that, as one aspect of pre-employment screening, their personal details – name, NINO and date of birth - will be checked against the Civil Service Resourcing Extract Internal Fraud Database (IFD) and that anyone included on the IFD will be refused employment unless they can show exceptional circumstances.

UKHO’s HR Department will also include the FPN wording advising of the check against the extract IFD in the advert for employment for the pilot departments.

UKHO’s HR Department will, on behalf of the vacancy holder, inform applicants when they are refused employment because of their inclusion in the IFD.

Civil Service Commission
Recruitment into the Civil Service is governed by the Civil Service Commission which has two key functions.
- To maintain the principle of selection for appointment to the Civil Service on merit on the basis of fair and open competition.
- To promote an understanding of the Civil Service Code which sets out the constitutional framework in which all civil servants work and the values they are expected to uphold, and to hear and determine appeals made under it. More detailed information can be found at on the Civil Service Commission website: http://civilservicecommission.independent.gov.uk

Feedback will only be provided if you attend an interview or assessment.

Nationality requirements

This job is broadly open to the following groups:

  • UK nationals
  • nationals of Commonwealth countries who have the right to work in the UK
  • nationals of the Republic of Ireland
  • nationals from the EU, EEA or Switzerland with (or eligible for) status under the European Union Settlement Scheme (EUSS)
  • relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
  • relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
  • certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Further information on nationality requirements

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Apply and further information

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :
Name :  recruitment.queries@ukho.gov.uk
Email :  recruitment.queries@ukho.gov.uk
 
Recruitment team :
Email :  recruitment.queries@ukho.gov.uk

Further information

The Department’s recruitment processes are underpinned by the requirement of selection for appointment based on merit, open and fair competition as outlined in the Civil Service Commissioners’ Recruitment Principles, details of which can be found at http://civilservicecommission.independent.gov.uk If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, you should contact the UKHO’s Recruitment Team, Human Resources, Admiralty Way, Taunton, Somerset TA1 2DN or email recruitmentqueries@ukho.gov.uk , in the first instance. If you are not satisfied with the response you receive you can further contact the Civil Service Commission at: Email: civilservicecommission.independent.gov.uk or in writing to: Civil Service Commission, Room G/8, 1 Horse Guards Road, London SW1A 2HQ

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