Archivist and Records Manager Apprentice

Summary

Our Reparative Futures project is bringing to you this amazing Archive and Records Manager apprentice opportunity: Are you experienced within the Black African Caribbean heritage/cultural sector or a related sector and able to demonstrate an interest in archives and records work? If so, this may be the role for you.

Wage

£30,805 a year

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Training course

Archivist and records manager (level 7)

Hours

Monday to Friday between 9am to 5pm and occasional evening or weekend.

35 hours a week

Start date

Monday 15 September 2025

Duration

3 years 6 months

Positions available

1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

Special Collections holds rare books, historic manuscripts, photographs, audiovisual and digital items from the University’s own archive and many other unique collections. The apprentice will apply specialist knowledge gained through their training to the work of the team. This will include care of collections, reader support and engagement activities, to support research, education and public access.

We welcome applications from all candidates and particularly encourage individuals of African descent and those with lived experience of anti-Black racism to apply. We are building a team that reflects the communities we work with, and your leadership, insight and expertise are vital to shaping an inclusive and equitable future at the University of Bristol.

https://www.bristol.ac.uk/university/anti-racism-at-bristol/reparative-futures-programme/

Are you?

Experienced within the Black African Caribbean heritage/cultural sector or a related sector and able to demonstrate an interest in archives and records work
Able to understand and demonstrate care and sensitivity for the special nature of the unique and distinct archive materials within Special Collections

Do you have?

Excellent IT skills, are an advanced user of standard computing packages, e.g. Microsoft Office/365 and have the ability to learn new software and programs
The ability to understand and interpret information and good problem-solving skills
Experience of working methodically and with excellent attention to detail, and of managing short and long-term workloads to plan and implement projects
Excellent communication, presentation and influencing skills, with a passion for engaging new users
A flexible approach and the ability to work collaboratively with others, building and sustaining positive relationships with team members and other university staff

The successful applicant will be:

Listing the contents of archival collections onto our online system and creating metadata to ensure the discoverability and accessibility of accurate data on our collections
Researching and editing information from archival sources for inclusion in reports, documents, blog posts etc. regarding the university’s history and other narratives emerging from our collections
Providing support and advice to archive users and colleagues, in our reading room, teaching room and remotely
Building working relationships with key internal and external contacts to increase engagement with Special Collections holdings and services
Undertaking project tasks to help Special Collections support the University’s research, learning, governance and inclusion goals

Where you'll work

Arts & Social Science Library
Tyndall Avenue
Bristol
BS8 1TJ

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

College or training organisation

WESTMINSTER CITY COUNCIL

Your training course

Archivist and records manager (level 7)

Understanding apprenticeship levels (opens in new tab)

What you'll learn

Course contents

Negotiate with depositors/donors regarding acquisitions, and with internal and external colleagues/stakeholders regarding security, maintenance and disposal of records
Confirm that the archives and/or records are stored correctly and they are monitored in accordance with legislation, guidelines and regimes for example PD BS 4971:2017 British Standard Guide for the storage and exhibition of archival materials.
Develop and maintain archives and records management policies, procedures and processes ensuring their application.
Consider and implement selection, acquisition, retention, appraisal, classification, audit and disposal principles to records.
Organise and manage the digitisation of archival material, including identifying suitable records, scanning, creating metadata, and making images available online.
Manage the care of born-digital and digitised records, including their management, appraisal, classification, storage, access and, where appropriate, long term preservation.
Arrange, describe and classify analogue, digitised and born-digital records in a variety of formats in accordance with professional standards
Confirm that accurate paper and digital location records are kept considering the use of different processes such as barcoding.
Manage compliance with legislation and regulations as appropriate to the service and situation, for example health and safety, Data Protection legislation, copyright and intellectual property.
Organise and manage audits to make sure that the materials are identified and are stored as safely and securely as possible. This includes making sure that flood, fire, preservation and conservation plans are identified and adhered to by the organization.
Work in partnership with other specialists for example conservators, sound technicians, or software engineers/developers and other IT experts to arrange for work to be carried out.
Develop/maintain risk assessment(s) and undertake regular reviews to identify and prioritise risks including mitigation actions
Use IT software and systems to accurately store, interrogate, interpret and analyse information as required by the archives/records service or by internal/external stakeholders.
Use appropriate technology and specialist equipment relevant to the collections or services for example workstations or software suites to support digital preservation.
Develop/manage outreach strategies to engage, develop and maintain internal and external audiences and communities such as open days, social media use or accessible exhibitions to ensure accessibility for as wide an audience as possible.
Use influencing skills with key decision makers in the sector to enhance the archives and records management service.
Commission, undertake and disseminate research to support the archives and records management service and/or facilitate research requests from stakeholders ensuring timely and accurate responses.
Share best practice and/or deliver training to internal staff/external organisations regarding archival or records management activities
Identify potential funding streams, present ideas, analysis and content and make recommendations, usually in the form of reports, to support the submission of various types of funding applications and future funding strategies.
Apply project and budget management principles to plan, priorities and balance workload to meet agreed timescales, cost and quality objectives, observing and acting within relevant delegated expenditure authorities and resource streams
Create content and present information about the collections and/or services for relevant internal or external audiences. Keep up-to-date with sector and wider trends for digital engagement, making recommendations for implementation of changes identified.
Apply specialism(s) relevant to the organisation or collections, for example: coding or other advanced digital skills, advanced information governance, languages, paleography, working with a specific audience (e.g., children/young people).
Identify and communicate with various internal/external stakeholders with shared strategies, goals and objectives to identify and overcome barriers to service improvement and collection development.
Undertake business planning processes including continuity planning and apply legislation and regulations as appropriate to the service and situation, for example health and safety, Data Protection legislation.
Apply the people/volunteer management policies for example assessing work plans and training needs and managing performance
Negotiate with depositors/donors regarding acquisitions, and with internal and external colleagues/stakeholders regarding security, maintenance and disposal of records
Confirm that the archives and/or records are stored correctly and they are monitored in accordance with legislation, guidelines and regimes for example PD BS 4971:2017 British Standard Guide for the storage and exhibition of archival materials.
Develop and maintain archives and records management policies, procedures and processes ensuring their application.
Consider and implement selection, acquisition, retention, appraisal, classification, audit and disposal principles to records.
Organise and manage the digitisation of archival material, including identifying suitable records, scanning, creating metadata, and making images available online.
Manage the care of born-digital and digitised records, including their management, appraisal, classification, storage, access and, where appropriate, long term preservation.
Arrange, describe and classify analogue, digitised and born-digital records in a variety of formats in accordance with professional standards
Confirm that accurate paper and digital location records are kept considering the use of different processes such as barcoding.
Manage compliance with legislation and regulations as appropriate to the service and situation, for example health and safety, Data Protection legislation, copyright and intellectual property.
Organise and manage audits to make sure that the materials are identified and are stored as safely and securely as possible. This includes making sure that flood, fire, preservation and conservation plans are identified and adhered to by the organization.
Work in partnership with other specialists for example conservators, sound technicians, or software engineers/developers and other IT experts to arrange for work to be carried out.
Develop/maintain risk assessment(s) and undertake regular reviews to identify and prioritise risks including mitigation actions
Use IT software and systems to accurately store, interrogate, interpret and analyse information as required by the archives/records service or by internal/external stakeholders.
Use appropriate technology and specialist equipment relevant to the collections or services for example workstations or software suites to support digital preservation.
Develop/manage outreach strategies to engage, develop and maintain internal and external audiences and communities such as open days, social media use or accessible exhibitions to ensure accessibility for as wide an audience as possible.
Use influencing skills with key decision makers in the sector to enhance the archives and records management service.
Commission, undertake and disseminate research to support the archives and records management service and/or facilitate research requests from stakeholders ensuring timely and accurate responses.
Share best practice and/or deliver training to internal staff/external organisations regarding archival or records management activities
Identify potential funding streams, present ideas, analysis and content and make recommendations, usually in the form of reports, to support the submission of various types of funding applications and future funding strategies.
Apply project and budget management principles to plan, priorities and balance workload to meet agreed timescales, cost and quality objectives, observing and acting within relevant delegated expenditure authorities and resource streams
Create content and present information about the collections and/or services for relevant internal or external audiences. Keep up-to-date with sector and wider trends for digital engagement, making recommendations for implementation of changes identified.
Apply specialism(s) relevant to the organisation or collections, for example: coding or other advanced digital skills, advanced information governance, languages, paleography, working with a specific audience (e.g., children/young people).
Identify and communicate with various internal/external stakeholders with shared strategies, goals and objectives to identify and overcome barriers to service improvement and collection development.
Undertake business planning processes including continuity planning and apply legislation and regulations as appropriate to the service and situation, for example health and safety, Data Protection legislation.
Apply the people/volunteer management policies for example assessing work plans and training needs and managing performance

Your training plan

The apprentice will spend one day per week in “off the job” training provided by Westminster Adult Education Service (WAES). They will use this time to research, complete assigned self-learning projects or write up assignments that contribute to the portfolio of evidence that is used in the end-point assessment. Once a month, the day of off-the-job learning will be a taught session, alternating between online and in-person.

After 3 years, the Apprentice will complete a six-month assessment period which will result in completion of the L7 Archivist and Records Manager apprenticeship standard by means of a work-based project, written up as a report, and a professional discussion, underpinned by a portfolio of evidence built during the learning period.

Requirements

Essential qualifications

Degree in:

Undergraduate Degree or Equivalent Experience (grade Pass)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
IT skills
Attention to detail
Organisation skills
Customer care skills
Problem solving skills
Presentation skills
Administrative skills
Analytical skills
Logical
Team working
Creative
Initiative
Non judgemental
Patience

About this company

Bristol University is one of the most popular and successful universities in the UK, ranked 54th in the world in the QS World University Rankings 2025. Special Collections holds rare books, historic manuscripts, photographs, audiovisual and digital items from the University’s own archive and many other unique collections. The apprentice will apply specialist knowledge gained through their training to the work of the team. This will include care of collections, reader support and engagement activities, to support research, education and public access. We welcome applications from all candidates and particularly encourage individuals of African descent and those with lived experience of anti-Black racism to apply. We are building a team that reflects the communities we work with, and your leadership, insight and expertise are vital to shaping an inclusive and equitable future at the University of Bristol

https://www.bristol.ac.uk/library/special-collections/ (opens in new tab)

After this apprenticeship

The Level 7 Archivist and Records Manager apprenticeship is a technical training route into the archives sector in England and is equivalent to the Master’s degree typically required to become a qualified archivist. Qualified archivists and records managers often find work in local authorities, universities, businesses and heritage organisations like cathedrals or historic houses.

Ask a question

The contact for this apprenticeship is:

UNIVERSITY OF BRISTOL

Rachael Gardner

rachael.gardner@bristol.ac.uk

The reference code for this apprenticeship is VAC1000331031.

Apply now

Closes in 22 days (Sunday 3 August 2025 at 11:59pm)

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