Records Management Officer

About the team/job

We are seeking an experienced information professional with expertise in records management and archiving ideally in life sciences research institutions. The post will be based in the EMBL Office for Scientific Information Management, a new office with responsibility for the EMBL library, open science support, and EMBL archive and records. The post will be responsible for EMBL’s records management activities in support of the EMBL mission.

The archive and records management team consists of two staff members that are expected to work closely together to provide the necessary coordinated services across the entire records management and archiving workflow. Therefore we seek a flexible professional that is comfortable working across the full document lifecycle. 

The scope of the EMBL archives and records management includes administrative and institutional documents as well as scientific records and materials. Therefore close cooperation with the scientific staff, an understanding of and enthusiasm for the working methods and results of the (life) sciences are required.

As EMBL is a research-performing organisation, it will be necessary to practically apply document management processes in this context; some records will therefore be scientific rather than administrative, held in research groups rather than in central offices. As EMBL is an intergovernmental organisation spread across six sites in Europe, this presents a unique context in which to apply your knowledge and expertise. 

Your role

This position will have responsibility for reviewing and implementing the records management policy and procedures across all EMBL sites. In close cooperation with key stakeholders, your role will be 

• to analyse and monitor current records management procedures across the organisation.  
• to introduce new tools for managing digital records and to implement corresponding procedures
• to promote best practices for records management across EMBL

Duties and responsibilities:

• Assess current records management processes in order to improve procedures and introduce more efficient solutions
• Develop, manage and monitor the EMBL records management policies and procedures according to best practices and international standards
• Benchmark the EMBL archive and records management against those in similar research-performing organisation
• Advise the EMBL administration on retention schedules, records surveys, file plans, classification schemes, and disposition processes. 
• Liaise with the archive and records user group made up of key stakeholders across EMBL to assist with the prioritisation of archiving and records management activities to meet institutional needs (for example, Administration, Communication, International Relations, and Alumni Relations)
• Liaise with IT staff to identify and deliver/manage appropriate technical solutions to support the guidelines, as required
• Strong collaboration with colleagues in the Office for Scientific Information Management to ensure this work is integrated into related activities across the office. 
• In close cooperation and coordination with the archives and records management colleague:
  • Identifying and capturing records of archival value and creating systematic workflows for important records such as laboratory notebooks.
  • Developing a strategy for and implementation of outreach and training on archives and records management.
  • transfer of both paper and digital records to the EMBL Archive 

You have

Qualifications and Experience

Applicants must be able to demonstrate recent experience in managing records and archival collections in research performing organisations.

The following qualifications and skills are required:

• Master in archives and records management from an accredited institution or other relevant advanced degree or experience.
• At least 3 years solid experience in a records and archives setting, preferably in a scientific environment.
• Experience of working with contemporary and modern records and archives.
• Experience of using archives and records software packages, for example: AtoM, Archivematica, Alfresco.
• Excellent project management skills with experience managing complex relationships with internal and external stakeholders.
• Outstanding interpersonal skills with the ability to communicate at all levels internally and externally.
• Ability and proven experience to work independently and autonomously as well as in a team.
• A thorough knowledge of issues pertaining to records and information management, especially with regards to risk management, compliance and data protection . 
• A high-level of integrity and ethics is required due to the responsibilities with confidential and sensitive information.
• Excellent command of written and spoken English. 

You might also have

• Previous work experience gained in life sciences environment is advantageous. 
• Command of German or French would be an advantage. 

Why join us

EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, EMBL offers attractive conditions and benefits appropriate to an international research organisation with a very collegial and family friendly working environment.

Competitive salary, a relaxed culture, ongoing professional development, an on-site nursery, canteen and library all make EMBL a great place to work. Our mission has us exploring life at all levels, and creating new ways to look at the world. Our reputation is built on scientific excellence and collaboration, and the projects we take on require all kinds of people and working styles, from big-picture creatives to patient detail-seekers.

** Don’t meet every single requirement? We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. 

What else you need to know

We are Europe’s flagship research laboratory for the life sciences – an intergovernmental organisation performing scientific research in disciplines including molecular biology, physics, chemistry and computer science. We are an international, innovative and interdisciplinary laboratory with more than 1900 employees from many nations, operating across six sites, in Heidelberg (HQ), Barcelona, Hinxton near Cambridge, Hamburg, Grenoble and Rome.

Please note that appointments on fixed term contracts can be renewed up to 9 years in total, depending on circumstances at the time of the review.

You will report to the Head of the Office for Scientific Information Management.

Applicants invited for an interview will be asked to give a 15 minute presentation that outlines the experience they will bring to this role (5 minutes) and how they will approach the role (10 minutes).

Virtual interviews are expected to be held on 12 and 13 June 2023.