We are pleased to advise of this singular opportunity to come and work as a qualified archivist in Tullamore, County Offaly. Applications are now invited for the position of Archivist at Offaly Archives. The position will be for a Fixed Term Contract of three years, subject to a probationary period of six months (extendable to twelve months). The archivist will be based at the Offaly Archive building, located at Axis Business Park, Tullamore, County Offaly. @offalyheritage, @offalycountycouncil, #offalylibraries, #exploreyourarchive.#archives, #archivesandrecords association #irisharchives @HeritageHubIRE
Offaly Archives was designed with an archivist on the team to make sure it will function as efficiently as possible. This role is an exciting and satisfying position carrying on the work of developing the archive into the next phase. We have pleasure in acknowledging the expertise of Amanda Pedlow, Lisa Shortall, Niall Sweeney, our architect, builder and the team in Offaly History. Not least the support of the Heritage Council, so many in County Offaly including the county council, the library service, Tullamore Lions Club, those who donated or lent money to fund the €750,000 project in 2019, and Offaly Local Development Company. The person appointed can look forward to a warm welcome in the community and the ongoing support of Offaly History and the Library and Heritage Services. Thanks to all who wrote for our blog articles since 2016. In 2022 we posted 104 articles and had over 100,000 views. To keep this exciting opportunity in front of you we intend to publish a series of archives stories over the next four weeks.
Closing Date: 3/02/2023
Overview
Offaly Historical and Archaeological Society, otherwise known as Offaly History, was established in 1969 and moved to its current premises Bury Quay, Tullamore, County Offaly in 1993, where it has a library, bookshop, and lecture hall. It is run by a voluntary board of directors. The directors of Offaly Heritage Centre (the company and the Employer) are drawn from the Society committee and the company is a guarantee company with charitable status.
In 2019 Offaly History built a second bespoke premises, Offaly Archives, in a separate location in Axis Business Park, Tullamore, to house its archival collections and in a service level agreement with Offaly County Library, it also stores and professionally manages the local authority’s archival collections in this new facility so as to provide a comprehensive one-stop service for users of archives while maintaining separate strong rooms for each collection.
Job Description
The position is that of Archivist, and Facilities Manager. The Archivist is based in the Offaly Archive building, Unit1F, Axis Business Park, Tullamore. At present the Archivist is the sole employee of Offaly History at this location.
The post holder must ensure compliance with standards of curation, security, data protection and is responsible for compiling relevant policies, other documentation, including quarterly and annual reports and for ensuring maintenance of accurate metrics and compliance with the relevant legal requirements.
Key Duties
The role involves but is not limited to the following duties:
- Report monthly to Offaly History Management Committee and quarterly (at a minimum) to the Archives Management Committee. Prepare quarterly and annual reports (the latter for publication).
- Liaise with all foundation stakeholders in Offaly Archives – Offaly History, Offaly County Library, Offaly Heritage Office.
- Manage day-to-day running of frontline archive services to the public;
- Professional archivist duties as required including surveying, processing, and listing of official and private collections;
- Manage all aspects of premises maintenance and storage environments, including ongoing delivery of disaster preparedness for all stakeholders;
- Assessment and selection of archives for priority conservation and digitisation;
- Manage performance and service delivery to expected standards in line with targets, plans, and policies;
- Provide service analysis and reports as required;
- Plan, organise and participate in programmes, exhibitions, events, and activities;
- Build relevant partnerships and networks;
- Promote public engagement with Offaly’s archival holdings and history and heritage.
- Draft an initial five-year plan, and subsequent medium-term plans, to consolidate the establishment of the service in the areas of sustainable financing, sustainable IT support, disaster recovery, and digital preservation.
- Ensure compliance with the service level agreement between the Employer and Offaly County Library, and also, if applicable, Offaly County Council.
- Liaise with Offaly County Library and Offaly County Council in regard to collections and records management transferred to the archives building at Unit 1F Axis Business Park, Tullamore, or other records buildings managed by the Employer.
- Prepare applications for grant-aid to ensure adequate financial support for the work of the Employer in so far as it relates to Offaly Archives.
- Undertake any other duties of a similar nature and responsibility, as may be required or assigned from time to time.
Person Specification
Essential criteria
- Primary degree in a relevant discipline.
- Hold a qualification of at least QQI level 9 on the National Framework of Qualifications in archival studies/records management from a course accredited by the Archives and Records Association (UK & Ireland) or equivalent professional body in jurisdiction outside Ireland or the U.K.;
- Have satisfactory post-qualification experience of working as an archivist or records manager;
- Have demonstrable knowledge of best professional practice and appropriate standards with regard to the management of records and archives;
- Have demonstrable knowledge of current information governance requirements and legislation, e.g. Data Protection Act 2018, Freedom of Information Act 2014, Copyright and Related Rights Act 2000 etc.
- Have excellent ITC skills including proficiency in working with Excel spreadsheets and archival cataloguing software and systems
- Excellent written and verbal communication skills and presentation skills;
- Ability to work on own initiative, highly organised and details-oriented;
- Experience of successfully managing a range of work activities at the same time.
- Have excellent organisational ability and a proven record of methodical and accurate work;
- High degree of motivation and a commitment to high quality output and service
- Self-motivated with the ability to prioritise a varied workload and meet deadlines.
- Understanding of the archives and records management environment in Ireland
- Ability to work both independently and as a team leader as required.
Desirable criteria
- A broad working knowledge of Irish history since the 1600s
- An ability to work with AtoM
Salary: The salary for the post of archivist- is fixed at €51,500 per annum.
Hours of Work: The normal hours of work are 37 hours per week and the archivist will be expected to work on the premises given the need to maintain a service to the public and catalogue original records on site.
Probation:
The probationary period shall be six months (extendable to twelve months if required)
Leave: The annual leave entitlement is 30 days per annum, pro-rata for shorter periods. Granting of annual leave, payment for annual leave and arrangements for Public Holidays is in accordance with the terms of the Organisation of Working Time Act 1997. There is a requirement to take up to four days annual leave where the Archives is closed at Easter and Christmas.
Medical: Staff shall, if required, and at the expense of Offaly Archives submit to a medical examination by a registered medical practitioner nominated by Offaly Archives and shall authorise such medical practitioner to disclose and to discuss with Offaly Archives the results of the examination and the matters which arise from it so that the Archives can ascertain any matters that they consider might impair a staff member from properly discharging his/her duties.
Sick leave
Sick leave shall be in accordance with statutory requirements
Pension:
The Employer provides access to a Personal Retirement Savings Account (PRSA) scheme. This is a non-contributory scheme which employees may choose to join. If you decide to contribute, the Employer will facilitate deductions through payroll. There is no provision for a contribution by the Employer.
The employee shall possess a full clean Class B Driving Licence (Motor Car)
– The employee shall possess his/her own means of transport (motor car), appropriately taxed and insured.
– The Car Insurance Policy shall include cover for use in connection with the business and/or the profession of the insured (to safeguard the Employer against any motor accident/incident claims and liability).
Ongoing funding
The post in years two and three is subject to sufficient funding being available.
Selection Process:
Candidates will initially be assessed to ensure that they meet the minimum specified eligibility criteria for the position.
a. Shortlisting
Shortlisting may apply based on the information supplied on application forms and the requirements of the position as set out. It is expected that given the qualifications and experience of prospective applicants the short-listing requirements may be significantly higher than the minimum qualifications and experience requirements set out for the post.
b. Competitive Interview
Selection of candidates for appointment shall be by means of a competitive interview, conducted by or on behalf of the Employer. The Employer is committed to a process of selection on merit, based on fair and open competition. The criteria for judging suitability and ranking will be related directly to the qualifications, attributes and skills required to undertake the duties and responsibilities to the standard required in the post.
c. Panels
A panel may be formed at the discretion of the Employer which may be used to fill any occasional vacancy arising,
d. References/Documentary Evidence
Each candidate may be required to submit as references the names and addresses of two responsible persons who are well known to them but not related. Candidates may be required to submit documentary evidence to the Employer in support of their application.
Criteria for Selection
- Qualifications
- Relevant experience
- ITC skills
- Communication skills
- Self-motivation and initiative
Application process
Completed applications consisting of one electronic copy (with all documents contained in one Word document) must be submitted to michaelbyrne@hoeyanddenning.com in the order as set out below:
- A brief cover letter demonstrating how you meet the qualifications, experience and selection criteria for the position (max. 700 words).
- A curriculum vitae summarising your qualifications and relevant experience (max. 4 pages).
Please note: failure to fulfil the application requisites will deem the application invalid.
Closing date: 3 February 2023
Late applications will not be considered.
Offaly History is an equal opportunities employer
A visit from Minister Malcolm Noonan (centre) – a tireless advocate for heritage – seen here with Declan Harvey (then Cathaoirleach OCC) and Niall Sweeney of the Archives Management Committee on the official opening day.
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