A vacancy exists for an Assistant in the Archives at King’s College London.  The post would particularly suit someone seeking practical experience before enrolling for a postgraduate archives and records management course. 


See the job description below for details, and PLEASE don’t respond directly to me, but to the contact address in the application procedure!


Clare Cowling

Records Manager

Archives & Corporate Records Services

Information Services & Systems

Room 203

Strand Campus

Strand Building

The Strand WC2R 2LS

Telephone 020 7848 2076

Fax 020 7848 2760

email [log in to unmask]










Post Title: Archives Assistant C09




Department/Division: Information Services & Systems, Corporate Archives & records Services




Grade: CRA3




Responsible to: Director of Corporate Archives & records Services   




Reports to: Archives Services Manager


Responsible for: There are no staff management responsibilities associated with this post



Main Appointment Site:                    

The post will be based initially at one of the College’s main sites, However it is requirement of employment that the post holder be prepared to work at any additional or different location owned or served by the College either on an on- going or temporary basis after due consultation.



Overall purpose of the job/Key results areas


·        To provide day to day user services by letter, email, fax, telephone and in person, in a courteous, effective and efficient manner.

·        To help provide first line records support to College schools, departments and administrative sections.


Key goals


These will initially include:

·        To contribute to the delivery of an efficient and effective Archives Service

Goals are regularly reviewed as part of the College business planning cycle.


Key links


These will include:

Within ISS

  • All Corporate Archives & Records Services staff
  • Information Service Centre teams

Outside ISS

  • Schools and administrative departments



Main duties and responsibilities


User services:

  • To Service the reading room on a time-tabled basis including the registration of readers, explanation of the catalogues and website, keeping of issue records, actual issuing archives and semi current records, collection and returning archives ordered to the vaults, receiving reprographic orders including receiving and recording money.
  • To otherwise answer the Liddell Hart centre for Military Archives reading room telephone and email enquiry number and fax to provide general information about admission procedures and holdings, make appointments and receive forward orders for archives.
  • To provide the Centre’s reprographic service.
  • To receive internal College orders for semi current records and collect them form the vaults, issue them and monitor the return loaned records within College.
  • To confirm student qualifications, and compile and provide transcript information from student files and other records held to College schools and departments, the Ceremonies department and External Relations.
  • To answer historical enquiries, as directed by the Archives Services Manager, mainly concerning former staff and students and including searches of original material.
  • To maintain good order in the reading room and vaults and oversee the work of cleaning contractors air conditioning engineers etc in the vaults.
  • To participate in the annual stock-take of holdings.
  • To monitor the physical condition of archives and records received, issued and stored and enter notes on archives and records causing concern in the Conservation Register.
  • To check thermohydrograph readings in the vaults on a daily basis and report significant changes to the Archives Services Manager. This will include changing the charts.






All staff are expected to

·        positively support equality of opportunity and equity of treatment to colleagues and students in accordance with the College Equal Opportunities Policy and guidance in relation to disability discrimination.

·        Comply with College policy and available ISS guidelines in respect of the Data Protection Act, Freedom of Information, Human Rights and such other relevant legislation as may be enacted.

·        Comply with such College policy and ISS guidelines as may be implemented in relation to Information Security.

·        help to maintain a safe working environment by:

-attending training in basic and specialist health and safety requirements as necessary, both on appointment and as changes in duties and techniques demand.

-following local codes of safe working practices and the College Health and Safety Policy.

Attend, support and service as appropriate any relevant ISS or College committees, groups or working parties where requested.

Liaise as agreed with appropriate individuals and relevant government and national organizations according to the needs of the post.


·        undertake such other duties within the scope of the post as may be requested by their head of department.


Please note:    This job description reflects the core activities of the role and as the College and the post holder develops there will inevitably be changes in the emphasis of duties.   It is expected that the post holder will recognise this and adopt a flexible approach to work and be willing to participate in training.   If changes to the job become significant, the job description should be reviewed formally by the head of department and the post holder.  The Personnel Department should then be consulted as to the implications of the proposed changes.


Summary of Terms and Conditions of Service:


This appointment is made under the KCL Terms and Conditions of Service for Clerical/Secretarial staff, a copy of which is available from the Personnel Department on request.


Period of Appointment:  Permanent


Probation: 6 months


Salary: CRA3 between £13,953 - £16,071 per annum plus £2,323 London Allowance Per annum.


Annual Leave:


20 working days, plus public and bank holidays.  Staff are entitled to six additional closure days.  Notification as to how these days are taken is circulated at the start of the academic year.




This appointment is superannuable under the SAUL the employee's contribution currently being 5% of salary.  Staff already superannuated under the NHS Superannuation Scheme may opt to remain in that scheme provided an application to do so is received by the NHS scheme trustees within three months of appointment to KCL. Alternatively staff may opt to participate in SERPS or take out a personal pension.  Please note that the College does not provide an employer's contribution towards a private pension plan.



NB - NHS Superannuation Scheme: Medical Schools are classed as “Direction Employers” and some benefits of the NHS Scheme are not available to Direction members.  For further information please contact Mr R Bywaters, Superannuation Manager, KCL, Waterloo Bridge House Telephone No: 020-7848-3273.




This appointment is subject to Occupational Health clearance.  Should you be offered this post you will be sent an Occupational Health Questionnaire along with your contract of employment. When the Occupational Health Department have evaluated your questionnaire and declared that you are fit for appointment, your appointment will be formally confirmed.




Information of a confidential nature must be kept strictly confidential and should never be disclosed either inside or outside work.  It should be noted that breach of confidentiality is a serious offence which may lead to dismissal.


Training and Education:


KCL recognises the importance of training in achieving its objective of pursuing excellence in teaching, research and clinical practice through the activities of its staff.  We are committed to providing training for all members of staff so that they can perform their jobs effectively and offering them opportunities for further development.  Most of training and development will occur "on the job" but formal training opportunities are also available within KCL associated Hospitals and through other external organisations such as the University of London federal training office.


No Smoking Policy


Please note that the College and associated Hospitals allow smoking in designated areas only.  Full policy details are available from the Personnel Department.


Application procedure:


Should you wish to apply for this position, please send a completed application form to quoting reference no H3/QL/123/04:


Personnel Department

James Clerk Maxwell Building

57 Waterloo Road

London SE1 8WA

Fax:  020-7848 3798                           .[log in to unmask]

Closing date for applications 7 October 2004


Applicants with Disabilities


KCL is keen to increase the number of disabled people it employs.  We therefore encourage applications from individuals with a disability who are able to carry out the duties of the post.  If you have special needs in relation to your application please contact the Personnel Officer responsible for the administration of the post. 


Equal Opportunities


King’s College London is committed to promoting and developing equality of opportunity in all areas of its work. In order to achieve this aim, the College will seek to:

  • ensure that prospective and current students, job applicants and members of staff are treated solely on the basis of their merits, abilities and potential without any unjustified discrimination on grounds of age, sex, disability, family circumstances, race, colour, nationality, citizenship, ethnic origin, social and economic status, religious belief, sexual orientation, marital status or other irrelevant distinction;
  • promote good relations between individuals from different groups;
  • recognise and develop the diversity of skills and talent within both its current and potential staff and student body;
  • foster a culture based on trust and mutual respect;
  • undertake a programme of action to make equality policies effective;
  • monitor progress towards achieving equality of opportunity on a regular basis;
  • communicate to staff, students, associates and others the promotion of equal opportunities and College procedures to sustain it.


We very much regret that due to limited resources and the large number of applications we currently receive, we are only able to inform shortlisted candidates of the outcome of their application.  If you do not hear from us within three weeks of the closing date, please assume that you have been unsuccessful on this occasion.  We would like to assure you, however, that every application we receive is considered in detail and a shortlist only drawn up after careful reference to a detailed person specification.  If therefore, your application is not successful, we hope that you will not be discouraged and will still apply for other suitable vacancies at KCL as and when they are advertised.

Person Specification








Education/Qualification and Training



Good Basic Education



Knowledge Of/qualification in modern history










Knowledge of procedures for issuing and handling archives and records including awareness of conservation and preservation issues and legal constraints



Understanding of the broad purpose of archival data on and offline



Ability to undertake historical research and research into semi current records to answer enquiries

Good basic IT skills





Understanding of cash handling procedures
























Previous experience



Ability to demonstrate an aptitude to undertake work requiring sustained attention to detail and flexibility in developing an enquiry strategy













Personal Characteristics/Other requirements




Courteous and efficient manner combined with an ability to enforce        a

 established procedures as necessary.

Good time management                                                                                    a

Excellent eye for detail                                                                          a



Other requirements


Understanding of the requirement, legal and personal, for confidentiality a

 and discretion in handling sensitive material.

Ability to lift cartons of archives and push loaded trolleys.                                  a

Willingness to use high ladders (up to 3 metres)                                     a