Burns Collections Online Project Officer

Organisation: The National Trust for Scotland

Salary: £28,644 - £31,523 pro-rata, per annum

Location: Edinburgh

This exciting temporary role supports the delivery of the Burns Collections Online Project, which will provide direct online public access to the archives and museum collections at the Robert Burns Birthplace Museum (RBBM), via the NTS website. There are two key strands to the role. One is to systematically review, edit and prepare for publication, the images and collections data needed to make the RBBM collections searchable online. This will involve working with the Collections Systems Manager, NTS archivist, and colleagues at RBBM, to develop the data standard, apply that standard to catalogue records, check digital images, and commission and catalogue additional collections photography where there are gaps. The second is to provide project management support to the project team to ensure the smooth running of the project, including record keeping, logistics, arranging and minuting meetings and co-ordinating and creating content for social media and internal communications about the project. There are likely to be opportunities for some research, and development of additional web content as the project progresses.

The Burns Collections Online Project (BCOP) is the first project to share NTS Collections data online using a direct link to NTS collections management systems. The project will open up the museum and archive collections at RBBM to a worldwide audience, and this role will be fundamental to the success of the project.


• Work with colleagues to develop two enhanced data standards, one for archival and one for museum content, to ensure consistent accessible data across the archive and museum collections at RBBM
• Responsible for a systematic review of all RBBM museum object records in the collections management system.
• Apply the new museum data standard consistently, including editing records and checking image quality
• Using the newly created archive catalogue standard, create around 800 new database records in the archive catalogue of the collections management system
• Detailed assessment of thousands of existing digitised copies of manuscripts in the Digital Asset Management System (DAMS) to identify and remove duplicates, re-catalogue, and tag images, in preparation for online access
• Plan and deliver a full audit of the archival collections at RBBM, along with any re-boxing, labelling and condition checking necessitated by the re-cataloguing process
• Plan and deliver a small programme of prioritised re-photography of RBBM museum collections to ensure a consistent standard across the NTS collections – commissioning photographer, managing the logistics of access to collections and the ingest and cataloguing of images into the DAMS
• Provide administrative and logistical support to the Project Manager and the internal project team, including arranging and minuting meetings, compiling progress reports and stakeholder communications, budget monitoring
• Liaison with colleagues across NTS, including the Collections, Digital, Fundraising, Curatorial and Marketing teams and the digital consultant and digital agency tasked with creating the online experience
• Co-ordinating internal project communications and creating project progress content for social media
• Research elements of the RBBM collections, to create content relating to the RBBM collections for the website



 A degree in a relevant subject OR demonstrable track record of working in collections management or archive setting

 Post-graduate degree in Archives and Records Management, Museum studies or similar

Experience and skills

 Experience of working in collections management, or digital asset management, in an archive or heritage organization.
 Experience of working with collections management databases, such as Axiell Collections, and digital asset management systems
 Excellent skills in MS Excel, including managing large datasets
 Excellent communication skills and experience of working with a variety of internal and external stakeholders
 Experience in administering meetings and project monitoring
 Analytical skills and scrupulous attention to detail
 Ability to work independently with excellent time management

• Knowledge of, and demonstrable interest in, the life and works of Robert Burns
• Experience of working on a collections online project
• Experience of object handling and inventory


 Responsible for accuracy of data across 3,500 database records – with their associated digital assets.
 Administering a series of project meetings to be held in person, and on Teams – core project team, and stakeholder meetings
 This job will entail some nights away from home, when working on site at RBBM on the audit of the archival collections and supervising the photography of collections

Finance Management
• Not a budget holder, but will be expected to monitor budget spend, retain records and create reports, and raise Purchase Orders in MS Dynamics (training will be given)

Tools / equipment / systems
• Axiell Collections – Museums and Archives modules
• Portfolio DAMS
• MS Dynamics finance system

Application Deadline: Friday 25/11/2022