Job ad: Records Management & GDPR Assistant

The Archdiocese of Southwark is looking to recruit a Records Management and GDPR Assistant.  The role is to assist the Diocesan Finance Office in reviewing and processing its paper records and to work with the Diocesan Archivist to develop and implement records management guidance and procedures both for the Finance Office and the other parts of the Diocese.  In addition, it will help the Diocese meet its GDPR requirements through the provision of advice and guidance and supporting the Data Protection Officer (DPO) in managing GDPR audits, subject access requests and data breaches.
This is a full time role initially for a 12 month fixed term period.  Hours 0900 – 1700 Monday to Friday. Starting salary £22750pa – £24750pa depending on skills and experience.
The ideal candidate will have a good undergraduate degree and an archives or records management qualification or be working towards one.  A working knowledge of GDPR is also essential as are good general IT skills.
Please find a full job description below.
To apply, please send your CV to Jenny Delves, Diocesan Archivist: archives@rcaos.org.uk.
Closing date for applications: Friday 21 September 2018.
Job Description
Job profile:     Records Management and GDPR Assistant
Location:    Diocesan Finance Office, 59 Westminster Bridge Road, SE1 7JE
Job purpose: There are two elements to this role:
1. Records Management: To assist the Diocesan Finance Office in reviewing and processing its paper records; to work with the Diocesan Archivist to develop and implement records management guidance and procedures both for the Finance Office and the other parts of the Diocese.
2. GDPR: To help the Diocese meet its GDPR requirements through the provision of advice and guidance and supporting the Data Protection Officer (DPO) in managing GDPR audits, subject access requests and data breaches.
Reporting to: This job is ultimately responsible to the Financial Secretary, but will take day-to-day instruction from the Data Protection Officer and the Diocesan Archivist.
Hours: 0900-1700 Monday-Friday
Length: Initially fixed term for 12 months.
Salary: £22750pa – £24750pa depending on skills and experience.
Key Responsibilities:
1.    To work with the Records Management Assistant to complete the review and processing of the Finance Office’s paper records using the retention guidelines.
2.    To help manage the secure disposal of paper records that are no longer required and to offer advice to parishes on secure disposal.
3.    To create and maintain a managed storage system for the Finance Office’s paper records including ensuring that an accurate list of stored paper records is kept.
4.    To work with the Diocesan Archivist to develop and implement records management guidance and procedures for the Finance Office and other parts of the Diocese.
5.    To keep the Finance Office retention guidelines up-to-date. To ensure that Finance Office staff apply these guidelines to their paper and digital records and to assist them where required.
6.    To develop these retention guidelines further for the other parts of the Diocese (i.e. Curial Offices).
7.    To provide advice, guidance and training to all Diocesan staff on the records management procedures that are put in place. In particular to assist Diocesan staff with understanding and implementing the retention schedules.
8.    If required, to assist in developing file structures for the storage of the Finance Office’s digital records.
9.    To work under the instruction of the Data Protection Officer to provide general GDPR advice and guidance throughout the Diocese, undertake data protection audits, to update GDPR documentation and agreements when required, and to provide reports on GDPR activities.
10.    To notify the Data Protection Officer immediately of any breaches or subject access requests and then work with the Data Protection Officer to respond as needed in each case.
11.    To provide monthly progress reports to the Financial Secretary and Diocesan Archivist.
12.    To undertake any other related tasks that may be required.
Person specification:
Essential:
– A good undergraduate degree.
– Archive or records management qualification or working towards one
– Working knowledge of GDPR
– Previous experience of working within an archive or records management service.
– A sound understanding of records management principles.
– Good general IT skills and knowledge.
– Well-developed time management and organisation skills.
– An ability to work accurately and with attention to detail.
– Methodical approach to tasks.
– Able to follow agreed procedures and instructions accurately and consistently.
– Self-motivated with an ability to work independently and manage own workload.
– Flexible and enthusiastic approach.
– Excellent interpersonal skills with strong written and verbal communication skills and the ability to communicate with confidence at all levels.
– The ability to work closely and collaboratively with colleagues to complete a project.
– Comfortable lifting and carrying files and boxes.
– Sympathetic to the ethos of the Catholic Church.
Desirable:
– A knowledge of the Catholic Church in England.

Job ad: Cataloguing Archivist

The Jesuits in Britain Archives is looking for a Cataloguing Archivist to join them for a fixed term one year contract, preferably starting in September 2018, on a full time (35 hours/week) basis. The main tasks will be cataloguing the collection and making the archives accessible to others. This position would ideally suit those who have recently completed a postgraduate qualification in Archives and Records Management and who wish to gain more experience. For more information and an application pack contact Mary Allen at mallen@jesuit.org.uk.

Salary: £23,000

Closing date: 6 August 2018

Piranesi exhibition

Mary McHugh, Archivist for the Archdiocese of Glasgow, has contributed a blog post to the Catholic Heritage website on the Piranesi exhibition at Blairs Museum, which may be of interest. It emphasises the range and breadth of Catholic Heritage, and focuses on a museum this time. It also highlights what can be achieved by working jointly with a diocese. The post can be read by clicking here.

GDPR Training

GENERAL DATA PROTECTION REGULATIONS TRAINING DAY

 Date

Tuesday 2nd October 2018

Speakers

Susan Healy, former Information Policy Consultant and Data Protection Officer, The National Archives: GDPR and Archives

Father Kristian Paver, Diocese of Plymouth: Archives: their Canonical Context and the Impact of GDPR.

Place

The Birmingham & Midland Institute, 9 Margaret Street, Birmingham B3 3BS

Time

10.45 to 4.30 (approx.)

(10.15 arrival for tea/coffee)

Cost

£40 members, £45 non-members

Lunch included

Booking

Please send a cheque made out to Catholic Archives Society to the treasurer, Sr Benignus O’Brien, Langdale House, 42 Petitor Road, Torquay TQ1 4QF

Further information

Margaret Harcourt Williams, mm@harcourtwilliams.me.uk

 

Job ad: Archivist

SOCIETY OF THE HOLY CHILD JESUS, OXFORD    

ARCHIVIST (3 year fixed term contract)

Salary: £27,000-£30,000

Required from: November 2018

The Society, a congregation of Roman Catholic sisters, is seeking an enthusiastic, experienced archivist to manage, organise and promote all aspects of the Society’s active archive in Oxford which contains holdings from the 19th century to the present day.

Applicants will hold a first degree in a relevant subject and a post graduate qualification in archives and records management. Archival skills and excellent communication and IT skills are essential.

Further details are available from Judith Lancaster – jlancaster@shcj.org

Closing date: Wednesday 26 September 2018 @ 5pm.

Interview date: Tuesday 9 October 2018.

Catholic Archives 38

The newest issue of Catholic Archives is now available.

Contents of Catholic Archives 38: 2018

  • Justine Rainbow, The independent inquiry into child sexual abuse: learn how to stop worrying and to love your information
  • Susan Healy, Data protection and religious archives
  • Jim Ranahan, Perspectives on archives for pastoral work
  • Maurice Whitehead, The pastoral functions of archives: some thoughts and reflections from the Archivum Venerabilis Collegii Anglorum de Urbe (AVCAU)
  • Hannah Thomas, Reintroducing the Bar Convent: a new phase in the life of the special collections
  • Carmen Mangion, Re-reading the archives: women in religious archives
  • Marie Rowlands, Independence and obedience: three Catholic women teachers 1820-1850
  • Jim Hughes, Francis Thompson (1859-1907): Part I

Members should now have received their copy of Catholic Archives 38. Non-members can purchase a copy here.