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Archivist and Records Manager Apprentice

UK Research and Innovation • Cambridge, England, United Kingdom • £31.42k / year • 3w ago

Details

Reference number

421483

Salary

£31,418

A Civil Service Pension with an employer contribution of 28.97%

GBP

Job grade

Other

Contract type

Fixed term

Length of employment

40 months

Business area

UKRI - Data and Resources

Type of role

Administration / Corporate Support

Working pattern

Full-time

Number of jobs available

Location
About the job
Benefits
Things you need to know
Apply and further information

Location

Cambridge

About the job

Job summary

Archivist and Records Manager Apprentice

The British Antarctic Survey (BAS)
Salary: £31,418 per annum
Hours: Full time, 37 hours
Contract Type: Fixed-Term Apprenticeship, 40 months
Location: Cambridge
Closing Date: Sunday, 31st August 2025
Start Date: w/c 13th October 2025
Interview Date: 16th/ 17th September 2025

The British Antarctic Survey (BAS) has an exciting opportunity for a Level 7 Archivist and Records Manager Apprentice, enabling the postholder to become a qualified archivist through a new technical training route. The apprenticeship provides an alternative path for people who face barriers to getting a traditional postgraduate qualification in Archives Management.

Reporting to the Archives, Records and Information Compliance Manager, you will get involved in the real work of BAS Archives Service, helping colleagues to deliver projects that manage our collections, provide access to them and engage a wide range of people.

The apprentice will be involved in the core work of the BAS Archives and multiple projects, all of which enable effective management, access and preservation of our collections, develop records management and help ensure effective information governance within BAS.

About BAS

NERC/BAS is part of UK Research and Innovation (UKRI), the largest public sector funder of research and innovation, with an annual budget of over £8bn and includes 7 research councils. You can find out more about UKRI via:https://www.ukri.org/who-we-are/about-uk-research-and-innovation/our-organisation/

We will support you every step of the way, helping you make the most of your opportunities and to achieve the goals you already have and those you have yet to discover!

Job description

About the Role

As an apprentice, youll contribute to the core work of the Archives Team, supporting archives, records management, and information compliance. Youll also collaborate with teams across BAS and UKRI, including the Polar Data Centre, IT, and Information Governance.

Key Responsibilities:

Managing Archives and Records:

Process new accessions and update archive records.
Support the care and preservation of digital and physical records.
Assist in classifying, selecting, and storing records to recognised standards.
Ensure compliance with data protection, copyright, and IP legislation.

Providing Access:

Catalogue records in line with professional standards.
Support digitisation projects, including metadata creation.
Facilitate research access and administer use licences.

Engagement and Outreach:

Help plan events and activities to promote the BAS Archives.
Create content for public and academic audiences.
Support funding applications and externally funded projects.

What you will learn

As an apprentice, you will develop the Knowledge, Skills and Behaviours (KSBs) defined in the Level 7 Archivist and Records Manager apprenticeships standard.

The programme includes a three-year learning period followed by a six-month assessment phase. Youll spend four days a week gaining practical experience with the BAS Archives team, and one day per week on structured off-the-job learning.

Off-the-job learning activities include:

Attending in-person training sessions every 12 weeks at Westminster Adult Education Service in London, NW8 8LW.
Joining fortnightly online sessions via Microsoft Teams.
Completing a self-directed study and building a portfolio of evidence for your end-point assessment.

This role is based at BAS Cambridge, with some flexibility for remote working depending on business needs and project requirements.

About Westminster Adult Education Service

Westminster Adult Education Service is the sole approved provider of the Level 7 Archivist and Records Manager apprenticeship. They have extensive experience delivering successful training across a variety of sectors and consistently receive five-star employer ratings via the Governments apprenticeship service.

As specialists in Cultural Heritage apprenticeships, they are well equipped to support your development throughout the programme. Learn more: www.waes.ac.uk/partnerships/apprenticeships

Person specification

Person Specification (Qualifications, Knowledge, Skills and any special requirements)

To apply for this apprenticeship, your CV and/or Cover letter will need to demonstrate that you meet the following criteria. Where indicated, this detail will be assessed at Shortlisting Criteria (S), Interview Criteria (I) or both (S&I).

We are looking for the following:

Essential:

Applicants must have at least a Level 2 qualification (GCSE grade A*-C / 9-4 or equivalent) in English and Maths. (S)
Motivated and committed to completing the Level 7 Apprenticeship over three years. (S&I)
Good ICT skills, including working knowledge of the Microsoft Office suite, e.g. MS365, Teams. (S)
Excellent verbal and written communication skills, and the ability to write accurately and concisely as demonstrated within your CV and Covering Letter. (S&I)
Good organisational and time management skills to balance a busy workload, including a proven ability to multi-task and prioritise to meet changing business priorities and the ability to work independently, once fully trained. (S&I)
Strong team-working and advocacy skills - the ability to work successfully within a small team, to build good relationships with a wide range of colleagues and external contacts, and to liaise effectively with staff at all management levels. (S&I)
Ability to work methodically and with excellent attention to detail and accurate data entry skills. (S&I)
A passion for archives, data and information. (S&I)

Desirable:

Strong problem-solving abilities and the ability to learn new systems. (S&I)
Experience of providing a service to the public, i.e. customers, patients, etc. and /or experience of providing training to users, i.e. in the use of systems/processes. (S&I)
Ability to report progress against an agreed action plan, maintain accurate metrics and calculate basic statistical measures. (S&I)
An interest in science and/or the work of the British Antarctic Survey. (S&I)

The role holder will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during the course of employment.

Benefits

Alongside your salary of £31,418, UK Research and Innovation contributes £9,101 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Benefits

We recognise and value our employees as individuals and aim to provide a favourable pay and rewards package! We are committed to supporting employees development and promote a culture of continuous learning! A list of benefits below;

An outstanding defined benefit pension scheme
30 days annual leave in addition to 10.5 public and privilege days (full time equivalent)
Employee discounts and offers on retail and leisure activities
Employee assistance programme, providing confidential help and advice
Flexible working options

Please click here for more details on the https://www.discover.ukri.org/benefits-of-working-at-ukri/index.html

Things you need to know

Selection process details

Important Information

We reserve the right to close this vacancy early; therefore, we strongly encourage you to submit your application at the earliest opportunity.

Applicants should be able to travel to BAS Cambridge on most working days. The apprentice may also be required to travel to other archives in England once every two months as part of the in-person off-the-job training days.
To complete the apprenticeship, you will need to provide evidence of Maths and English GCSE grade A*-C / 9-4 or equivalent.
You will need to have been a resident in the UK for the last 3 years prior to the start of the apprenticeship or meet the criteria of eligible residency status in the Apprenticeship Funding Rules. Apprenticeship funding rules, 2025 to 2026 - GOV.UK
Confirm that this apprenticeship offers substantive new skills and knowledge and that you have not already achieved an equivalent Level 7 qualification in a similar or related subject.

As part of our shortlisting process, we may be required to determine your eligibility to undertake the programme based on the information provided within your application. By applying for this apprenticeship, you are giving permission for your details to be shared with the relevant training provider. The training provider will also ask you to complete an initial assessment during the application process.

We will be in touch after the closing date. However, please email UKRIApprenticeships@ukri.org quoting the vacancy title and reference number if you have any questions.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Medical

Successful candidates will be expected to have a medical.

Nationality requirements

Open to UK nationals only.

Working for the Civil Service

Please note this Post is NOT regulated by the Civil Service Commission.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .