Position at Science Museum, London

Collections and Storage Administrator
Science Museum
Blythe House

Job ref: CSA/OCT11

Part-time permanent
22 per week

Salary: UKP17,000 - UKP20,000 Depending on knowledge and skills
Benefits: Enterprise
Level: Administration

22 hours per week worked between 9 am and 1.30 pm, Monday to Friday

Purpose of the job:

    Provide administrative support to the collections storage and
    movement team and the Blythe House conservation team where
    appropriate to enable them to deliver the Science Museum
    business plan and cultural programme efficiently and effectively

    Ensuring that these tasks are carried out in a safe and secure
    manner to comply with current legislation and following best
    professional practice.

Key deliverables/accountabilities:

    To respond to requests for vehicles and staff time; producing a
    timely work programme in conjunction with the Manager to make
    most effective and efficient use of resources.

    To produce and distribute an accurate weekly schedule of
    deliveries and collection of objects, including appropriate
    paperwork for use by the object handlers, museum staff and
    Security at all Science Museum sites.

    Liaising with Science Museum staff and external donors, lenders
    and other stakeholders (including NMSI sites where appropriate),
    providing them with timely information about deliveries and
    collections and all relevant paperwork.

    Maintain files of documents relating to the checking and care of
    the museum vehicles, including external safety checks.

    Keep schedule and diary of service checks for vehicles and book
    external work where appropriate.

    To produce reports and statistics on the transport, object
    movement and storage work programmes as required by the unit
    manager, Head of Section or senior manager.

    To undertake regular downloads of the driver's digital
    tachograph cards, assessing any issues, running reports and
    liaising with the manager.

    Maintain the office at Blythe House--act as contact point for
    booking rooms, equipment etc. Keep the office in a tidy, safe
    state, maintain supplies of stationery and equipment for staff
    and research room as needed

    Ensure Collections Transit Room at South Kensington is
    maintained in tidy manner with objects moved to appropriate
    locations as part of weekly schedule.

    Act as main contact point for IT--reporting breakdowns and
    booking technicians

    Maintain the full inventory of equipment held by collections
    storage and movement teams at Blythe House and update it on a
    regular basis, ensuring that statutory inspections are made and
    recorded under the direction of the Manager.

    Assist with organising meetings and visits to Blythe House as
    requested by Head of Section or senior managers in Conservation
    and Collections Care

    Assisting with storage or movement projects where appropriate,
    for example: Supervising visitors in collections areas or
    research room, Finding or changing object locations on
    collections database MMXG, Checking locations or inventory
    numbers for objects to be moved, Undertaking short-term projects
    under direction of Manager or Head of Section

    Take care of your personal health and safety and that of others
    and report any health and safety concerns.  Ensure proactive
    compliance with NMSI H&S Policies, including risk assessments
    and implementing safe systems of work

Working relationships and contacts:

    Conservation and Collections Care management and staff on all
    ScM sites: organising object deliveries and scheduling staff
    resource, sending timetables/paperwork with good notice.

    Blythe House Security team: providing accurate and timely
    schedules for objects entering and leaving the site.

    Finance/Management Accounts--Processing object handlers business
    loans/expenses for signing by Manager.

    Science Museum staff--including curatorial group, exhibitions
    teams delivering objects safely and on time.

    Other NMSI colleagues including Corporate and Collections
    Information Section, National Railway Museum and National Media
    Museum (NMSI museums), NMSI Trading Company regarding movement
    and storage of objects.

    Other museums, cultural institutions and private
    individuals--delivering object movement services.

Line management and budget responsibility

    Directly line manages: None
    Indirectly line manages: None
    Contractors/freelancers: None
    Budget Holder of: None

Candidate Profile:
Experience:

    Demonstrable experience of working accurately in a busy office
    environment

    Demonstrable evidence of successful planning and office
    organisational skills

    Knowledge and experience of collections management practice

    Experience of expenses and order processing

    Logistics administration experience is desirable

Skills, knowledge and relevant qualifications

    Good general education

    Systematic and meticulous approach to work planning and
    programming

    Good written and oral communication skills

    Demonstrable knowledge and practical application of current
    Health and Safety Practice

    Understanding of collections movement, particularly planning
    travel times and routes to maximise efficiency and the use of
    digital tachograph and card downloads

    Experience of database and cataloguing systems--MIMSY XG
    experience desirable.

    Demonstrable advanced IT literacy across Microsoft programmes
    eg. Outlook, Word, Access and Excel for data entry and creating
    spreadsheets to be able to provide statistics for the manager.

    Demonstrable experience in use of electronic finance Systems eg
    Focal point for purchase ordering

Behaviours

    Able to identify problems and make progress, without being
    deterred by setbacks

    Able to work under pressure to meet tight deadlines calmly and
    effectively

    Takes pride in delivering work of high standards

    Good interpersonal and communication skills including diplomacy
    and negotiation

    Makes decisions based on evidence

    Works well in a team and independently

    Motivated self starter

    Prioritises work and plans tasks

    Reviews and reflects

    Overall pragmatic approach to work

Scope for impact

    Accessibility of collections for access, exhibition, loan, study
    is achieved to support core functions of the museum.

    Working with other Conservation and Collections Care team
    members objects are handled, transported, tracked and stored
    safely to allow access to others and maintain our high standards
    of collections care, working to professional standards and
    deliver the cultural programme.

    Contribute towards improved collections care and storage
    facilities.

    MIMSY XG database location records kept up to date to track
    objects within the museum.

    Safe, efficient working space for staff and visitors

Please note: This job description is not exhaustive and amendments
and additions may be required in line with future changes in policy,
regulation or organisational requirements, it will be reviewed on a
regular basis.

This role is subject to a Disclosure Scotland basic criminal record
check

Emma Duggan
Conservation and Collections Care Manager, Blythe House
Science Museum
Blythe House
23, Blythe Road
London W14 0QX
+44 20 7602 0281 ext. 205


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                  Conservation DistList Instance 25:22
                 Distributed: Monday, October 31, 2011
                       Message Id: cdl-25-22-020
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