Job Description

Collections Data and Systems Manager

Lloyd's Register Foundation

Location: London

About the Role:

The successful applicant will be responsible for the management and maintenance of the Heritage Centre's suite of key systems, including the Collections Management System, Digital Asset Management System, and CIIM middleware. It is expected that the post-holder will act as a liaison with the suppliers of the system and will act as first point of contact for support for to the collections team, with responsibilities that extend to stakeholders across the Foundation, Lloyd's Register Group, systems users, and the general public in the course of conducting research.



The role also encompasses oversight and responsibility for the storage and maintenance, of cataloguing and technical metadata for the Lloyd's Register Foundation's archives, library, and heritage assets. There will also be responsibilities covering the updating and formulation of guidelines, training, and systems related Operation Manual tasks. In support of the Senior Archivist, the successful candidate will hold responsibilities that extend to overseeing the Heritage Centre's three streams of digital production; external digitisation through contracted suppliers; in-house digitisation using our robotic book scanner, and acquisition of born digital materials into the collection.





It is intended that this role provides continual support. The post-holder joins the Heritage Centre as it undergoes a period of change that includes the implementation of its supporting collection systems and a transformation project aimed at improving the Foundation's online visibility and access. HEC is also preparing for the physical move of our archive, library, and heritage collections back to our purpose-built dense archive space in our historic building at 71 Fenchurch Street in the City of London, with the provision of a public-facing reading room service.



We are seeking someone who is committed to making archive and library materials accessible, with a proven track record of managing inter-operative systems and complex datasets. You will be adaptable, well-motivated and enthusiastic, and will be able to organise your workload and prioritise tasks accordingly. Additionally, you should be able to work individually under your own initiative, as well as enjoying working as part of a larger team.

What we offer you

The opportunity to work for an organization that has a strong sense of purpose, is values driven and helps colleagues to develop professionally and personally through our range of people development programmes

The Role

Management of the Heritage Centre's Collections systems and ensuring integrity of the integration between systems incorporation. Cataloguing and QA of digital asset descriptions. Development of processes and workflows for guidelines and operations manual across the three core systems for the management of digital and digitised collections and collection metadata. Oversee upgrades to the core systems including potential development and improvements to systems functionality in line with the changing requirements of the Heritage Centre and standard version updates provided by suppliers. Liaise with external suppliers and stakeholders for the ongoing maintenance of the systems and of essential hardware, e.g. robotic book scanner. Provide user support across systems in the form of enquiries and error logging Provide input to organisational policies and procedures relating to data integrity, maintenance of security and disaster recovery. Reviewing, maintaining, and updating system data and metadata. Oversee the bulk ingestion of files to CMS and DAMS when required. Act as main point of contact for system support for users and provide training in functionality of systems to assist the department's projects and programmes. Provide key support to all collection management processing activity, e.g. accessioning, cataloguing, conservation etc. Manage and formulate an ongoing programme of internal and external digitisation, alongside the Senior Archivist.

What you bring

Applicants should have an undergraduate degree or equivalent experience. Applicants should have good general IT skills particularly within a Microsoft 365 environment Experience overseeing and maintaining large scale data storage. Understanding of the application of, and experience of processing, information legislation in collections systems, including data protection and GDPR and intellectual property. Familiarity with the requirements of digital preservation and experience of operational digital preservation activities including processing of obsolete hardware and software formats Project management experience, especially in a heritage collections setting. Experience of digital workflows, including data auditing and reviewing/maintaining metadata in accordance with best practice. Proven experience of working with and providing support to users of a collection systems management, e.g. CMS, LMS, DAMS, DPS. Experience of working with developers to secure updates, system improvements, and schedule maintenance. Experience of formulating prioritisation lists, project documentation management and routine progress reporting. Ability to work and collaborate with diverse stakeholders, e.g. system users, suppliers, IT staff etc. Experience overseeing digitisation projects undertaken both internally and externally. Experience handling, accessing, and processing data held in unusual or obsolete hardware and software. An interest in maritime history would be beneficial. Demonstrates an awareness of the system and data requirements faced by heritage institutions.


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