Archivist

The Archivist appointed to Offaly County Council will be responsible for the proper management, custody, care and conservation of local records and local archives for the county and will put in place structures which will deliver the proper management of Offaly County Council’s archives as per the Local Government Acts of 1994, 2001 and 2011 and the archive collection of Offaly Historical Society.

Offaly Historical Society planned, funded and built the bespoke Offaly Archives building in Axis Business Park which opened in November 2021. It is a 475m2 modern facility housing two archive storerooms (one for Offaly County Council’s collection and one for Offaly History Society’s collection); an Archivist’s Office, a Reading Room; a Delivery and Accessioning Room and Cataloguing and Digitising Office. The operation of this jointly managed repository is set out and delivered as per the stipulations of a Service Level Agreement between Offaly History and Offaly County Council. A virtual tour of Offaly Archives is available here.

The Archivist will oversee the drafting of and implementation of a five-year Archives Plan for the County Archive Service.

They will manage the Offaly Historical Society and Offaly County Council’s extensive historical records for each Council Department and be responsible for the conservation of records and archives that are over 30 years old.

In addition, the successful candidate will actively promote best practice in terms of the storage of physical archives and by default, streamline storage requirements through a programme of digitisation as deemed appropriate.

·       The Archivist will use the AtoM online cataloguing programme in place and liaise with Offaly History and relevant Offaly County Council departments on equipment, digital resources and ICT policies and procedures as necessary.

·       The Archivist will be required to guide Offaly County Council’s Corporate Services Department to implement the National Retention Policy for Local Authority records and oversee the cataloguing, managing, storage, preservation and conservation of the archives of Offaly County Council.

·       The Archivist will be a member of County Offaly’s Heritage Forum and will work closely with the Heritage Team and Offaly Library Service Team in Offaly County Council. The Archives post will be located in the Heritage Team under the Planning Directorate: and will work in partnership with Offaly County Council's many departments. Due to the nature of the work, there will be close collaboration with the library service, and particularly with the Local Studies department.

·       The Archivist will report directly to the Heritage Officer or any other senior officer as designated by the Chief Executive of Offaly County Council.

The successful candidate will be responsible for:

·       the management of a budget and the County Archive building at Axis Business Park

·       making archives held at Offaly Archives available for inspection by the public as appropriate.

·       the active promotion of Archives to the public through presentations, talks with historical societies, meeting potential donors, exhibitions and the use of social media channels.

·       devising and managing an outreach education programme for County Council staff, and may develop initiatives to work with primary level, second level and third level students.

·       the management of all catalogues, databases and electronic platforms including www.offalyarchives.com

See key responsibilities for this post listed in Particulars of Office, under Duties.

COMPETENCIES FOR THE POST

Key Competencies for the post include the following and candidates will be expected to demonstrate sufficient evidence within their application form of competence under each of these. Please take particular note of these when completing the application form as any short-listing or interview processes will be based on the information provided by candidates:

Management and Change

·        Demonstrates innovation and creativity to secure successful strategic outcomes

·        Develops and maintains positive and beneficial relationships with relevant interests

• Leads, motivates and engages others to achieve quality results; effectively manages performance
• Effectively manages the introduction of change and demonstrates flexibility and openness to change

·        Fully implements safe systems of working in accordance with the Corporate Safety Statement

Delivering Results

·        Contributes to operational plans and develops team plans in line with priorities and actions for their area of operation

·        Makes timely, informed and effective decisions and shows good judgment and balance in making decisions or recommendations

·        Establishes high quality service and customer care standards

·        Plan and prioritise work and resources effectively

Creates opportunities and overcomes obstacles by rethinking/improving practices or procedures

Communicating Effectively

·        Recognises the value of, and requirement to communicate effectively with all colleagues and stakeholders

·        Has excellent verbal and written communication skills

·        Has excellent interpersonal skills.

·        Writes fluently; clearly structuring written communication and demonstrates experience of report writing and correspondence in non-routine work situations

·        Advocates a realistic approach and demonstrates experience of work-based dealings with a variety of individuals/agencies

Personal Effectiveness, Motivation, & Initiative

·        Is enthusiastic about the role and is motivated in the face of difficulties and obstacles

·        Remains calm under pressure and values the wellbeing of self, and others by managing stress levels and work-life balance

·        Adopts an even-handed approach and is fair, consistent and open

·        Manages time and workload effectively

Relevant Knowledge and Experience

• Knowledge of Local Government & the County Council

·        Understanding of the role of Archivist in the Local Authority and up to date with the skills, experience and knowledge necessary for the role

·        Knowledge and awareness of key topical and priority issues

·        Understanding of political reality / context of issues

·        Understanding compliance standards, policies, procedures and legislation.

QUALIFICATIONS

1.     Education, Training, Experience etc.

Candidates must on the latest date for receipt of completed application forms for the office –

a)     hold a recognised qualification in Archival Studies,

b)    have relevant satisfactory experience in archival work

* Copies of qualifications must be attached to support this application. Failure to provide qualifications will deem this application invalid.

2.     Desirable Skills and Experience

·       Have strong interpersonal and communications skills and the ability to participate in, lead and manage a team effectively

·       Have a strong understanding and proven knowledge of the professional and administrative roles of the Archivist position and commitment to Continuous Professional Development

·       Demonstrable knowledge of best professional practice and appropriate standards regarding the management of records and archives.

·       Excellent organisational and prioritising skills with ability to manage complex workloads.

·       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 the ability to work as part of a team with other archives professionals in the archives network developed by the Heritage Council

·       Have experience of working as part of a multi-disciplinary and cross functional team.

·       Have excellent IT, Web and Digital Skills including proficiency and archival cataloguing software and systems and experience of using a wide range of technologies including digitization of records and working on digital projects.

·       Have a good understanding of the structures and functions of local government and a commitment to public service.

·       Have appropriate relevant administration experience.

·       Have good knowledge and awareness of Health and Safety legislation and regulations, their implications for the organisation and the employee and their application in the workplace.

3.     Citizenship

Candidates for any of the above panels must, by the date of any job offer, be:

a)          A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or

b)         A citizen of the United Kingdom (UK); or

c)          A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

d)         A non-EEA citizen who is a spouse or child of an EEA or UK or Swiss citizen and has a stamp 4 visa; or

e)          A person awarded international protection under the International Protection Act 2015 or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa; or

f)           A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a stamp 4 visa.

4.     Driving Licence

Hold a current full driving license in respect of category B vehicles or equivalent in the EU Model Driving License on the latest date for the receipt of completed applications.

5.     Health

Each candidate shall be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

6.     Character

Each candidate must be of good character.

* Non Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications, overseas qualifications must also be accompanied by a translation document.

Particulars of Office

1.     The Post:

The post is permanent, whole-time and pensionable. A panel will be formed for an initial period of one year and this may be extended for a further year at the discretion of the Chief Executive. The panel will be used to fill both permanent and temporary positions that may arise for its duration. Vacancies will be offered in order of merit as per the panel.

2.     Salary:

The salary shall be fully inclusive and shall be as determined from time to time.  Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circular.  

The current salary scale applicable to the post is €57,322 - €70,030 ( LSI 2)

3.     Duties:

You shall perform such duties as may from time to time be assigned to you in relation to your employment and as may be appropriate to any particular function of any local authority for which the Chief Executive is responsible and carry out such instructions as may be given in relation to the performance of your duties. You shall, if required, act for an employee of a higher level. You may be required to work outside your normal job description from time to time.

The post carries strategic and operational responsibilities. The duties to be assigned include the following although this list is not exhaustive and may be reviewed from time to time as organisational needs require:

Duties and Responsibilites:

Primary Responsibilities

1. County Archives Development Plan

• Prepare, manage, and implement a County Archives Development Plan that includes:

o   An audit of current local authority and Offaly History archival material.

o   Identification of other relevant collections.

o   Assessment of existing archival service provision.

2. Collaboration and Partnership Building

·       Work with relevant Local Authority departments and advisory teams to develop and deliver the archives service.

·       A Service Level Agreement has been in place between Offaly County Council and Offaly History for the past five years. The archivist will facilitate regular meetings with and report/present to the SLA Working Group (comprising of County Librarian, County Heritage Officer and two representatives from Offaly History) and other relevant officials or stakeholders as appropriate.

·       Be an active member of the Local Authority Heritage Team working to enhance the management, conservation, and promotion of built, natural, and cultural heritage and integration of heritage functions across the County.

·       Actively collaborate with the Library Service in delivery of its cultural and historical programmes and attend Library staff and network meetings as agreed with County Librarian.

·       Establish and maintain partnerships and professional networks.

3. Standards and Compliance

•      Ensure that archive services adhere to professional standards for curation, security, and data protection.

•      Develop and maintain relevant policies and documentation to meet these standards.

4. Metrics and Legal Compliance

•      Maintain accurate service metrics and ensure compliance with all relevant legal requirements.

•      Provide service analysis and compile reports as required.

5. Reporting and Stakeholder Engagement

•      Submit quarterly reports to the SLA committee.

•      Produce an annual report (which may be published as part of the Council’s annual report and for the Heritage Council annual report).

•      Liaise regularly with foundational stakeholders to ensure alignment and progress.

6. Advisory Role

•      Provide expert advice to the Local Authority and Offaly History on archives-related matters, including the Authority’s legal obligations concerning archives.

7. Project Funding

•      Apply for and deliver projects funded by the Heritage Council and other available sources.

8. Performance and Service Management

•      Manage performance and service delivery to meet established targets, plans, and policies.

9. Heritage Forum Participation

•      Actively participate as a member of the County Heritage Forum.

10. Frontline Archive Services

•      Oversee the day-to-day operations of public-facing archive services (once operational), including:

o   Professional archivist duties such as surveying, processing, and listing official and private collections.

o   Premises maintenance and storage environment management.

o   Disaster preparedness planning for all stakeholders.

o   Coordination of collection transfers with Local Authority colleagues.

11. Conservation and Digitisation

•      Assess and select archives for priority conservation and digitisation.

12. Community Engagement and Promotion

•      Plan, organise, and participate in programmes, exhibitions, events, and activities.

•      Promote public engagement with archival holdings, local history, and heritage.

•      Coordinate with communities to curate events as part of the annual National Heritage Week.

13. Other Duties

•      Undertake additional duties of a similar nature and responsibility as required or assigned.

4.     Work Base:

The location for work will be the County Archive Building at Offaly Archives in Axis Business Park. Regular attendance at Áras an Chontae and Offaly Library Service will be required for Meetings and liasing.

Offaly County Council reserves the right to assign you to any department or premises in use by the Council, now or in the future. Changes in location of employment will not result in payment of disturbance money or other compensation. The person appointed will be required to provide him/herself at his/her own expense with the necessary mode of travel to and from work.

5.     Reporting Arrangements:

You will report directly to the Heritage Officer, Offaly County Council or to other such person as may be determined from time to time.

6.     Working Hours:

The current working hours provide for 35 hours per week and may involve working late evenings/weekends and rosters. You may be requested in certain circumstances to work additional hours and time off in lieu will be applicable.

The working hours may be reviewed at any time by the Council. The post may require flexibility in working outside of normal hours, including at weekends, as necessary.  No additional remuneration will be paid in respect of such activities. 

The provisions of Offaly County Council’s Time and Attendance Policy is applicable to this grade at the current time. The working hours may be reviewed at any time by the Council.

7.     Annual Leave:

The current annual leave entitlement is 30 days. Granting of annual leave, payment for annual leave and arrangement for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1997 (as amended)

8.     Sick Leave:

The terms of the Public Service Sick Pay Scheme will prevail.

9.     Probation:

Appointees will be on probation for the first year of employment. The terms of the Offaly County Council Probation Policy will apply.

10.  Superannuation:

Public Service Pensions (Single Scheme and Other Provisions) Act 2012:

New members joining the Public Sector on or after 1st January, 2013 will be required to join the Single Public Service Pension Scheme. The Single Scheme applies to all pensionable first-time entrants to the Public Service as well as to former public servants returning to the public service after a break of more than 26 weeks. A rate of PRSI contribution will be required of their superannuation to contribute to the local authority at the rate of 3% of their pensionable remuneration plus 3.5%, of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependant or qualified children). This includes a contribution to a Spouse’s and Children’s Scheme. Pension and retirement lump sum based on career-average pay pensions will be co-ordinated with the State Pension Contributory (SPC).

For persons who commenced public sector employment prior to 1st January 2013: Persons who become pensionable employees of a local authority who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the local authority at the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (ie. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependant or qualified children).

Persons who become pensionable employees of a local authority who are liable to pay the Class D rate of PRSI contribution will be required in respect of their superannuation to contribute to the local authority at the rate of 5% of their pensionable remuneration.

All persons who become pensionable employees of a local authority will be required in respect of the Local Government (Spouses and Childrens Contributory Pension) Scheme to contribute to the local authority at the rate of 1.5% of their pensionable remuneration in accordance with the terms of the scheme.

11.  Retirement:

Public Service Pensions (Single Scheme and Other Provisions) Act 2012: The compulsory retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 is 70 years. Minimum pension age of 66 years, rising to 67 years and 68 years in line with State Pension age changes, is applicable.