Full Time

Scottish Canals are the custodians of the nation’s canal network and surrounding estates. Our vision is to invest in the canal network to generate lasting benefit for people and communities; celebrating their industrial heritage, ensuring they offer quality green and blue spaces for people and communities and contribute to Scotland’s resilience in tackling climate change. As an employer we offer a truly unique opportunity to be part of our team, help us realise our vision and contribute to safeguarding our heritage and ensuring our canals flourish now and in the future.

We currently have an exciting opportunity for a Records Manager to join our Legal & Governance team. The role is offered on a permanent, full-time basis, and with a starting salary of £39,676 (Band E). Working hours 35 hours per week, Monday-Friday. The role will be hybrid, with an initial focus on the physical archive stores in Glasgow and Falkirk.

Scottish Canals offer a generous annual leave entitlement of 28 days, plus 10 public holidays, along with enhanced sick pay, discounted shopping vouchers, health cash plan and a contributory pension scheme with up to 10% employer contribution.

Purpose of the role

The Records Manager (RM) will work alongside the Information Manager and Heritage Manager to manage physical and digital records, including materials of national historical significance and vital business interest. The postholder will ensure compliance with relevant legislation and best practice guidance relating to records management in a business setting, including data protection. They will ensure best practice guidance is appropriately tailored to Scottish Canal’s resources and requirements to ensure effective and efficient operation.

Professional experience will be considered alongside qualifications from accredited programmes. The RM will have experience of leading archival projects and facilitating records management activities. This includes the management of volunteers and archival/records assistants. The role comprises overseeing records management activities in a business setting with a wide range of functions as well as the management of an archive. The post includes the handling, cataloguing and transfer of physical records, including historical manuscripts. This may include research and arrangements or grant applications for conservation and digitization.

The RM will work collaboratively to lead effective and appropriate records management across the organization. They will be responsible for the updating and application of procedures, best practices, training and assistance for departmental records management. The RM will facilitate the creation, updating and application of governance documents, which may include Classification Schemes, Retention Schedules, Policies and associated procedures. They will oversee the disposition of records to appropriate repositories, including National Records Scotland.

The postholder will have strong interpersonal, communication and IT skills, including experience of Microsoft 365 and Index. They will have familiarity with cloud-based storage solutions for records such as SharePoint. They will be comfortable with independent working. They will be able to complete all physical requirements of the role including to move and shelve moderate weights such as boxes of archival materials and working at heights with or without reasonable adjustment.

Primary responsibilities of the role:

Manage records held by Scottish Canals in accordance with the Public Records (Scotland) Act 2011 and the National Records of Scotland Model Records Management Plan and General Data Protection Regulations, Freedom of Information (Scotland) Act.
Facilitating the implementation of policies and procedures supporting clear, effective, efficient, and secure records management systems and practice within Scottish Canals.
Facilitate appropriate departmental training to ensure positive, effective staff engagement with and delivery of best practice in records management.
Work closely with the Heritage Manager to ensure appropriate handling of historic manuscripts, maps, plans and associated documentation.
Facilitate the deposition of born-digital records to the National Records of Scotland.
Manage the application of retention and cataloguing of physical records, this may include the decision to conserve and digitize business critical, historical or ‘at risk’ records.
Manage archival volunteers and workers (i.e. student placements and/or apprenticeships)
Research grant initiatives for archival and cataloguing projects.
Work with the National Records of Scotland to ensure timeliness and accuracy of disposition activities.
Monitor records management with appropriate recommendations to ensure processes are user friendly and promote compliance with statutory requirements.
Provide pragmatic, specialist advice to staff at all levels within the organization regarding risk management and options for activities within the scope of this role.

Knowledge, skills, and experience

Essential

A Degree level qualification (e.g. MA/MSc) in a relevant subject, for example, Records or Information Management or demonstrable equivalent relevant training and experience of the areas of work for which the role is responsible.
Manual handling: wrapping and packaging and moving items that may be heavy or fragile. This role requires manual dexterity (i.e. the ability to handle materials such as photographic negatives and velum as well as the ability to climb a step ladder while lifting boxes or large volumes).
Experience handling business critical records in digital and physical formats.
Experience working with other staff/areas to determine specific, relevant records handling practices.
Experience cataloguing physical records.
Experience managing an archive or related depository.
Knowledge of relevant legislation, including UK General Data Protection Regulations (2018) and Public Records (Scotland) Act 2011.
Ability to independently determine retention status and make judgements on retention, cataloguing or needs around conservation and digitisation of business records.
Ability to work flexibly and independently using sound judgement, evidence and knowledge to arrive at practical solutions to complex problems, including budgeting and project management.
Ability to apply judgement in the application of specialist knowledge to advise and inform staff at all levels of the requirements of information legislation.
IT skills – word processing, spread sheets, databases.
Full UK driving license or regular/consistent access to driver to drive between remote offices on a regular basis.
Permission to work in the UK.

Desirable

Experience managing volunteers or line management of staff.
Experience developing custom records handling solutions for practical application.
Experience of born-digital records management including achieving practical outcomes and developing staff awareness and capability.
Understanding of general conservation and digitization practices for records
Experience handling and cataloguing historical or physically sensitive documentation.
Experience of liaising with National Records Scotland (or a similar repository) to meet deposition requirements.
Scottish Canals reserve the right to close this vacancy before the closing date if a sufficient number of applications are received.

Key Performance Indicators

Monitor compliance and internal control arrangements in Scottish Canals and develop solutions for records.
Development and application of up to date and fit for purpose internal policies and procedures.
Demonstration of interpersonal and collaboration skills for cross-organisational collaboration with departments for appropriate records management practices.
Fulfilment of archival management, including physical records cataloguing and retention and associated practices.
Cost effective ways of working implemented.
Appropriate management of archival assistants, volunteers and associated personnel.
Ensure adherence to relevant legislation and statutes for overall records, information management and governance compliance.

Key relationships

Reporting to Information Manager
Collaborating with Heritage Manager
Liaising and coordinating external stakeholders such as National Records Scotland
Collaborating and advising internal stakeholders on records management
Managing and coordinating archival volunteers

Scottish Canals reserve the right to close this vacancy before the closing date if a sufficient number of applications are received.

JOB PURPOSE
The Fyvie Major Conservation project is an ambitious, long-term vision to protect and enhance this important site with its 800 years of history. Spanning several phases of delivery at its core the project seeks to deliver essential conservation to the built heritage including the A-listed castle and the B-listed, building at risk Old Home Farm. The Fyvie project also aims to make strategic investments in the visitor experience and offering to encourage a landmark destination and support the long-term sustainability of Fyvie. Outreach, engagement and skills training are embedded into the project design and the project also aims to address environmental performance and impacts of Fyvie. This will offset the high consumption demands and deliver tangible strides towards the Trusts climate change ambitions through this signature project.
The project activity therefore spans across building conservation, construction, project management, skills training, natural heritage conservation, historical research, interpretation, engagement and community relations. This post will work directly to the Project Director to assist in ensuring that this complex and exciting initiative will be managed and delivered effectively and to the highest standards.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Role Overview:
The Project Manager will work alongside and support the Project Director in project planning & scheduling, budget monitoring, project administration, project delivery and progress reporting. This role ensures that tasks are completed on time, within budget, and to the required quality standards. The role will also lead on delivery of smaller packages of work within the project programme, and leading on critical aspects of the project delivery with oversight from the Project Director.

Responsibilities:
• Lead in co-ordination and management of the Fyvie Major Conservation Project through production and maintenance of project schedules and timelines, ensuring milestones are tracked and resources are dynamically monitored, available and always adequate.
• Lead on design and delivery for identified packages of work under the project programme including specifications, procurement, cost control, quality assurance, operational mitigation and contractor management of on-site works.
• Coordinate team members and compile monthly progress reports, including review of project spend against budgets including reporting to external grant funders as required.
• Establish a process and culture of continual evaluation through data collection, milestone reviews by monitoring project performance using appropriate systems, tools, and techniques.
• Deputise for the Project Director in co-ordination and management of the Fyvie Major Conservation project, including standing in for the Project Director to attend meetings as requested with subsequent reporting.
• Support the Project Director in project development and contribute to project proposals.
• Lead on liaison with Internal Finance team to ensure Purchase Orders are set up and invoices are processed timeously, including administration and reporting of the budget tracker.
• Liaison with internal Legal and Procurement Teams for production of contract documentation including appointment of contractors and review of Risk Assessment Method Statements and other contractor H&S, legal and insurance documentation.
• Organise project meetings, prepare agendas, presentations and document meeting minutes and actions.
• Establish and maintain the project administration platform (SharePoint) ensuring all records and documentation is up to date.
• Gather data and monitor project performance using appropriate systems, tools, and techniques.
• Maintain the project action tracker, risk and issues log. Identify and escalate issues and risks to the Project Director as required.
• Track resource availability and update schedules accordingly.
• Assist in the continual evaluation of the project through data collection, milestone reviews and reporting.
• Lead, support and participate in internal and external working groups. This includes internal and external stakeholder communications management and supporting community engagement activity.
• Support partnership working and the delivery of education, training and outreach activity.
• Ensure that all works are planned and delivered in accordance with statutory, contractual and health and safety requirements. This includes but is not limited to internal policies, Planning, Listed Building and Building Warrant, H&S regulation including CDM, contractual terms, environmental monitoring and compliance, DDA and insurers’ requirements.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications
• Bachelor’s degree in Architecture, Building Surveying, Project Management, Heritage, Conservation or a related field.
• PRINCE 2 or Project Management Professional (RICS), Institute of Project Management or equivalent experience

Experience
Essential
• Comprehensive understanding of project management, project coordination or a similar role.
• Demonstrable experience in historic building conservation, cultural heritage, design history, architecture or related disciplines
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills, constructively challenging thinking where appropriate.
• Experience with budgeting and financial reporting.
• Attention to detail and problem-solving abilities, working collaboratively to develop creative strategies and solutions.
• Ability to work independently, use own initiative, be proactive and creative
• Demonstrable use of project management Frameworks including proficiency with MS Office 365 applications and project management software (e.g., MS Project, Primavera P6).
• Understanding of the application of relevant legislation and regulation.
• A high level of Health & Safety awareness.
• Experience of supervising consultants and contractors.
• Experience of managing competitive procurement processes.
• The ability to lead and work in multi-disciplined teams, respecting the expertise of others and actively promoting strong working relationships with colleagues.

Desirable
• Awareness of Scottish history and baronial architecture
• Experience of public sector procurement processes
• Experience of writing briefs and of reviewing tender documentation
• Experience of public speaking and in-person presentations
• Ability to build and manage effective and productive stakeholder and partnership relations
• Experience of working in the charitable sector
• Experience of working with external grant funding bodies or private donors
• An empathy with the aims, ethos and policies of the National Trust for Scotland

Competencies:
• Planning and Organising: efficiently prioritise tasks and manage time effectively
• Team Collaboration: work effectively within a team, fostering a collaborative environment
• Communication: clearly convey information and ideas through a variety of channels
• Analytical Thinking: analyse information and use logic to address work-related issues and problems
• Adaptability: adjust to changing priorities and project requirements
• Creativity: ability to bring effective fresh thinking and innovation to all processes

DIMENSIONS AND SCOPE OF JOB

Scale
• This role will focus on the needs of the Fyvie Major Conservation project. As such, this requires frequent attendance on site at Fyvie. Occasional travel may be required within the North East of Aberdeenshire for site visits and partner meetings with very occasional travel to Edinburgh or Glasgow for Trust internal meetings or design team reviews.

People Management
• Although the role has no direct employee reports, it may be involved in working with project related apprenticeships, fixed term posts, volunteers and community groups.
• The role will also be required to liaise with external stakeholders, partners and interested parties to represent the Fyvie Major Conservation project.

Finance Management
 The role is not a direct budget holder however will be responsible for expenditure and cost control of delegated funds from the Fyvie Major Conservation project budget.
 The role will work closely with the Project Director and regional Business Manager to ensure that all financial systems and transactions are accurate, timeous and validated.
 The role will be responsible for compilation and administration of project financial reports.

Tools / equipment / systems
 Use of Microsoft 365 suit in particular – Word, Outlook, Excel, One Drive, Sharepoint, Powerpoint or equivalent
 User of finance system to process purchase orders and invoices.
 Must hold a current valid UK driving licence with access to a vehicle and be happy to travel.

Reports to: Head of Learning and Engagement
Salary: £31,000 – £42,000 (Manager Band)
Hours of Work: Core hours are Monday-Friday 09:00 – 17:30 (reasonable flexibility is required for occasional evening and weekend work at Dynamic Earth and for outreach activities)

Background:

Dynamic Earth is an educational charity on a mission to empower people with understanding and empathy for the Earth. Our Learning and Engagement team creates, curates and delivers a diverse programme of events and experiences throughout the year which support the delivery of Dynamic Earth’s strategic plan and charitable purpose.

As part of our Learning and Engagement team, you will work with a broad range of underserved and underrepresented audiences who face barriers to engaging with science. You will create, coordinate and deliver a wide variety of informal science learning events and experiences which deliver our charitable mission, vision and purpose, across indoor and outdoor engagement programmes. You will work across a breadth of Earth and environmental science and sustainability topics to deliver impactful experiences which support our strategic plan and community learning priorities, improving access to science learning experiences.

Role Purpose:
To manage Dynamic Earth’s community learning and engagement programme in support of our strategic priorities, charitable mission and purpose.

Main Duties:
Community Events and Experiences: You will lead on the management of our programmes with underserved and underrepresented community audiences, placing evolved co-creation and values-driven practice at the heart of our programmes with a focus on repeat engagement models in an in-reach and outreach capacity. You will play an active, regular and hands-on role in delivering our community events and experiences with colleagues and audiences.

Strategy and Culture: You will champion a culture of excellence in science engagement and play a key role in delivering our programming and organisational strategies. You will act as a science communication mentor and champion, leading through example in delivery with community audiences and colleagues.

Project Management: You will lead on the planning, execution and evaluation of funded community initiatives in partnership with colleagues from Fundraising.

Partnerships: You will play a key role in managing a range of partnerships, including initiation, development and stewardship, with both funders and project participants.

Budget and Finances: You will manage budgets for community programming with the Head of Learning and Engagement.

Health and Safety: You will take an active role in health and safety processes and procedure for the activity areas you are responsible for, such as Standard Operating Procedures and Risk Assessments.

Evaluation, Storytelling and Advocacy: You will capture and co-create powerful stories and data which showcase the value and impact of our charitable activity together with colleagues across the charity.

Across the breadth of work within the Learning and Engagement Manager role, you will demonstrate commitment to Dynamic Earth’s organisational values of passion, care and inclusion, always acting as a science engagement role model with colleagues, audiences and peers, and championing access to science engagement experiences.

Required qualifications and experience:

Educated to a degree level in a STEM subject area or related discipline, or alternatively lived experience as an alternative to a formal qualification

Experience of working with a broad range of underserved and underrepresented audiences

Experience of creating and delivering high-quality science learning and engagement experiences from inception to point of delivery

Excellent time management skills, including the ability to effectively reprioritise a varied workload of multiple concurrent programme areas and projects

Knowledge of implementing sector-wide community best practice

A pro-active, warm, enthusiastic and friendly disposition with the ability to build rapport with people quickly

An enabling and pro-active attitude and commitment to a culture of continuous improvement

Excellent interpersonal, communication, planning and organisational skills with strong attention to detail

A proactive and enabling approach to problem solving

A reflective practitioner with the ability to reflect both on self and situation

Desired qualifications and experience:

Experience of implementing sector-wide community best practice

Experience of working in informal science learning

Experience of creating, maintaining, evolving and stewarding partnerships

Experience of developing evaluation methodologies

Appointment to the Learning and Engagement Manager position is subject to enhanced pre-employment checks as part of our approach to ensuring Child Protection & Wellbeing, including membership of the Protecting Vulnerable Groups (PVG) scheme.

Dynamic Earth is committed to creating an inclusive workplace culture where our people feel a sense of belonging and can bring their authentic self to work each day.

Applicants should submit a CV and Covering Letter (c. 2 sides each) detailing why they are the best candidate for the position to peopleandculture@dynamicearth.org.uk ahead of the closing date of Sunday 18th May.

Recruitment Timeline:

Applications Close – Sunday 18th May

Successful Candidates Notified of Next Steps – target date of Friday 23rd May

Interview Date – w/c Monday 2nd June