GLPC Job Description Non-Manager
/ Job Title / Heritage AssistantDepartment / Community Wellbeing
Section / Culture Service
Grade / Scale 4
Reports to / Heritage Collections Manager
Staffing Responsibility / n/a
Organisation / Please attach organisation structure
Job Purpose:
To provide a friendly, helpful and inclusive heritage service to customers by:
1. Providing direct assistance to users of the Museum and Archives service in an efficient and customer-friendly way.
2. Supervising the Archive search room, ensuring the smooth running of services and accessibility by customers and staff.
3. Assisting users of the service by retrieving collection items from the Museum and Archive stores upon request and answering enquiries about the collections.
4. Maintaining good order in the public search room and stores and ensuring the care and security of the collections.
5. Assisting Heritage Officers in the day-to-day delivery of the Museum and Archives services and activities.
Principal Accountabilities and Responsibilities:
1. To greet customers and make them welcome within the Museum and the Archives.
2. To supervise the Archive search room to agreed standards and ensure high standards of customer care and efficiency. To maintain the searchroom finding aids in good order.
3. To give advice and information to users, and answer queries on researching the collections in person, by post, telephone and e-mail. Further to assist users in the use of the microfilm reader, photocopier and online catalogue and resources.
4. To ensure the effective issue and return of Museum and Archives collections. Preparing material in advance to ensure it is available to customers.
5. To manage the Archive collection, including inputting collections data using the online cataloguing system, Adlib. To Compile and update lists, catalogues and indexes.
6. Assisting from time to time with specific projects and large scale archival tasks which will include handling some dirty and heavy materials.
7. To be responsible for daily cash handling within the searchroom, including the use of tills.
8. To collect monitoring data relating to usage and customer satisfaction for the Museum and Archives.
9. To maintain the appearance of the Archive search room, particularly in accordance with health and safety regulations.
10. To open and close the Archive and initiate minor building repairs if urgently needed.
11. To maintain the daily recording of performance information and ensuring this is timely and accurate.
12. To advocate the Heritage Service to users, promote other services within the building and to assist new customers in joining the library.
13. To attend and play an active role in team meetings within Arts and Heritage
14. Safeguarding is everyone's responsibility and all employees are required to act in such a way that at all times safeguards the health and well being of children and vulnerable adults.
15. Carry out duties with due regard to the Council’s Customer Care, Equal Opportunities, Information Governance, Data Protection and Health and Safety policies and procedures.
16. Undertake any other duties commensurate with the general level of responsibility of this post.
DBS Status / To be confirmed with Human Resources
Politically Restricted / No
Person Specification
Job Knowledge, Skills & Experience:
Specify the qualifications, experience, skills and abilities required.
All criteria are essential
Knowledge and Qualifications:
· Knowledge of museums and archives and their collections
Experience:
· Experience of working in a multi skilled team
· An interest in museums and archives
· Experience of working with historical documents and artefacts
· Experience of filing, organising, searching and retrieval of information
· Experience of working in a front line Customer Service Environment
· Experience of answering enquiries
· Experience of cash handling
Skills and Abilities:
· Ability to understand varied filing systems e.g. Alpha-numerical
· Demonstrate an understanding of the value of museum and archives collections.
· Capable of taking meticulous care of valuable documents.
· Demonstrate the ability to work unsupervised
· Ability to understand verbal and written instructions
· Able to use Microsoft packages and general office equipment
· Able to respond to Customer enquiries both face to face and via telephone
· Able to deal politely, efficiently and courteously with a wide range of individuals, ensuring they are made at ease and assisted with their enquiries.
· Ability to communicate effectively, verbally and in writing, with staff, customers and stakeholders
· Ability to work with a wide range of partners to deliver services
· Ability to learn and use new technology e.g. microfilm reader, electronic downloads, collections management systems etc. to help customers with their searches and enquiries
· A commitment to and understanding of the principles of Customer Care in both employment and service delivery
· A commitment to and understanding of the principles of Equal Opportunities in both employment and service delivery
· Able to work unsocial hours, and at weekends.
Version 1: May 2015
Date of Job Evaluation 05/05/2015 / Page 2 of 3