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Grade C (EO equivalent) Vacancy - Government Art Collection Records
Management Project: Temporary Archivist/Records Manager (6-12 months),
Salary ,18,000 pro rata.  Central London

Eligibility:

S       staff within DCMS currently at Grade C on level transfer; and

S       staff outside DCMS currently at EO or equivalent on level transfer
on loan or secondment.

The Government Art Collection (GAC) is looking for a temporary
archivist for a minimum  of 6 months, to lead the project of
reorganisation and restructuring of its records in compliance with
Government legislation, including the Freedom of Information (FOI)
Act, and the move to Electronic Documents and Records Management
(EDRM) in accordance with the White Paper on Modernising Government.

The GAC, part of the Department for Culture, Media and Sport (DCMS),
is a national collection based in central London.  It comprises a core
collection of some 11,500 British works of art, from the 16th century
to the present day.    The Collection is placed in around 400 British
Government buildings in the UK and around the world, in order to
promote Britain as well as providing a showcase for Britain's
creativity in the visual arts.

The GAC holds over 6,000 files and folders at its premises which cover
all aspects of the GAC=s operation, some of which date back to the
latter half of the nineteenth century.  Together these files and
folders provide an invaluable record of the history of the GAC and
many will need to be preserved for future generations, as with the
archive of a gallery or a museum.

You will join a busy and lively team of thirteen, working closely with
the Curator: Research and Conservation, the Senior Administrator and
the Departmental Records Officer.

Key tasks
$       Draw up a retention and selection policy in conjunction with the
Public Record Office client manager and the Departmental Records
Officer; $      Develop and promote the new records management policy to
conform with the Lord Chancellor=s Code of Practice on Freedom of
Information (FOI) and which will be based on DCMS policy; $     Create
consolidated files for the c.500 major works in the Collection;
$       Produce a guide on records management for use by GAC staff; $
Help
to develop a GAC publication scheme in accordance with FOI
requirements; $ Provide support for development of the GAC=s ARGUS
computer database of its holdings; $    Monitor the level of compliance
with DCMS standards for records management, and identify and encourage
any action required; $  Devise and implement recommendations for
dealing with GAC=s old files, in conjunction with the Public Record
Office report and the Departmental Records Officer.

Skills and knowledge required
$       Maintain standards: ability to improve level of file management
throughout the organisation and to provide clear, well thought out
information on the file management as required; $       Understanding of
archival records management principles and procedures;   $      Strong
analytical skills, with the ability to absorb and manipulate new
information quickly; $  Excellent written and oral communication
skills;  $      Ability to listen, influence, guide and persuade staff at
all levels; $   Good interpersonal skills and the ability to work both
independently and as part of a team; $  Initiative and ability to act
independently and think outside the framework of current procedures,
and challenge assumptions, producing creative solutions to problems;
$       Good planning and time and management skills; $ Computer
literacy.


The following would also be an advantage:
$       Knowledge of Public Records Act; Data Protection Act; and Freedom
of
Information Act; $      Knowledge and experience of Electronic Documents
and Records Management (EDRM) systems; $        Knowledge of working with
archives operated by the museum/gallery sector; $       Knowledge of the
Government environment.

Applications/Further Information:

Applications should be made in writing on a DCMS trawl application
form (obtainable either on-line for staff in DCMS or from the
Personnel contact below for staff elsewhere). Applications from staff
outside DCMS must be routed through their Personnel Division which
should attach copies of the applicants last two years= staff reports
and complete sick absence record please.

All applications should be sent to Bradley Cook (0207 211 2053),
Personnel and Central Services Division by noon on Wednesday 8  May
2002. The GAC wishes to fill this post as soon as possible, ideally by
mid June. Interviews will be conducted at the GAC during the week
beginning 13 May.

If you would like to find out more about the post, please contact Mary
Beal (020 7580 9129