Collections Systems Manager

Role overview

Location and working arrangements

• The role is based at Longmore House, Salisbury Place, Edinburgh, with hybrid working and site work.
• Working hours are Monday to Friday, 35 hours per week.

Salary and contract

• Starting salary is £43,227.
• Contract type is permanent.

Key responsibilities

• Manage and develop Vernon, ensuring secure data, standards compliance, and efficient digital workflows.
• Scope, test, and implement CMS updates, working with the system provider and internal IT to resolve issues.
• Ensure CMS data flows correctly to the public Trove catalogue and internal Vernon browser, supporting public and research access.
• Develop CMS functionality in line with the five-year departmental strategy; propose developments, seek approval, and manage risks.
• Train and support users and answer questions about database functions and capabilities.
• Represent and champion the department and its collections with internal and external stakeholders.
• Maintain Vernon data integrity, accuracy, validity, and security, including user access controls.
• Apply relevant collections-management and industry standards, including SPECTRUM.
• Develop collections workflows with the Collections Registrar for acquisitions, disposals, and audits.
• Manage staff through one-to-ones, workload planning, appraisals, and wellbeing support.

Essential experience and skills

• Substantial experience administering Collections Management Systems, including user access and security, upgrades, feature implementation, workflows, issue resolution, and support.
• Substantial experience in collections information management, accurate data entry, data improvement, and monitoring accuracy and compliance.
• Proficiency in Word, Excel, and Power BI.
• People-management experience is required.

Desirable experience

• Experience managing teams and supporting trainees and volunteers is desirable.

Benefits

• Civil Service Pension scheme with a 28% employer contribution.
• 25 days annual leave, increasing to 30 days after three years, plus 11.5 public holidays.
• Reimbursement for relevant professional subscriptions, further education and development support, and study leave for work-related courses.
• Flexible working hours where appropriate and free entry to participating heritage properties.