Archives Assistant - National Soils Map Archive in Aberdeen

Thanks to National Lottery players.

Hutton Unearthed is made possible with The National Lottery Heritage Fund. Thanks to National Lottery players, we will be able to safeguard this unique heritage, making it accessible to all and ensuring that the knowledge and stories behind it are not lost.

Background to Project

Hutton Unearthed will create a new national soil maps archive that will support and enhance public education, research collaborations and innovative digital storytelling. By restoring, curating and archiving the invaluable Soil Survey of Scotland collection – land data collected since 1947 – Hutton will create an Open Science resource for future generations whilst ensuring Scotland’s environmental heritage is preserved and made fit for future policy making decisions and land management strategies.

Job Purpose

The Archives Assistant will play a key role in supporting the preservation, digitisation, cataloguing, and accessibility of the National Soils Map Archive, a nationally significant collection documenting Scotland's environmental heritage. Working as part of a specialist project team, the post holder will contribute to the creation of a sustainable, accessible archive that supports research, public engagement, and future policy development.

The role requires the application of archive, collections management, and information handling skills to support the processing of complex historical materials, including large-format maps and associated documentation. The post holder will assist with condition assessment, digitisation workflows, metadata creation, database management, and quality assurance activities, ensuring that materials are handled and documented to professional archival standards.

Key Responsibilities

• Support the Project Archivist in the arrangement, cataloguing, and documentation of archive materials, ensuring records are created and maintained in accordance with recognised archival standards.
• Assist with the preparation, handling, tracking, and digitisation of fragile and historically significant archive materials, including large-format maps and technical documents.
• Create, verify, and maintain accurate metadata and catalogue records to support discovery, access, and long-term management of the collection.
• Contribute to collection condition assessments and assist in identifying preservation and conservation requirements.
• Support quality assurance processes across digitisation, metadata creation, documentation, and database management activities.
• Maintain collection databases, digital asset management systems, and associated documentation to ensure the integrity and accessibility of archive records.
• Apply archive handling procedures, information governance requirements, and professional best practice when working with collection materials.
• Work collaboratively with project staff and colleagues across the Institute to support project delivery and achieve agreed outcomes.
• Contribute to public engagement, outreach, and knowledge-sharing activities associated with the National Soils Map Archive where appropriate.

Person Specification (Essential)

• Experience working with archives, library collections, heritage collections, records, or other information resources in a professional or voluntary capacity.
• Experience of creating, maintaining, or enhancing metadata and catalogue records with a high degree of accuracy and attention to detail.
• Experience using collections management systems, digital asset management systems, databases, or equivalent information management platforms.
• Knowledge of digitisation workflows and the principles of digital preservation and long-term access.
• Demonstrable ability to handle historic, fragile, or specialist materials safely and responsibly.
• Excellent organisational skills with the ability to manage competing priorities and maintain accurate records.
• Strong interpersonal and communication skills, with the ability to work effectively as part of a multidisciplinary team.
• High level of accuracy, attention to detail, and commitment to quality standards.
• Ability to undertake repetitive and process-driven tasks while maintaining consistency and concentration.
• Good IT skills, including experience working with databases, spreadsheets, and digital file management systems.

Person Specification (Desirable)

• Experience working with archive, museum, library, heritage, or special collections.
• Experience cataloguing collections using recognised archival, library, or museum standards.
• Experience working with cartographic, scientific, environmental, or map-based collections.
• Knowledge of archival metadata standards and collection description practices.
• Understanding of conservation and preservation principles for paper-based and large-format materials.
• Familiarity with copyright, GDPR, and information governance considerations relating to collections.
• Experience contributing to digitisation, heritage, research, or externally funded projects.

Additional notes/Requirements

• You must have the right to work in the UK.
• This is a part-time vacancy at 21 hours per week.

Employee benefits include:

• Generous holiday entitlement up to 40.5 days a year, with carry over possible and guaranteed time-off for Christmas.
• Employer Contribution of 15% in a personal pension plan and employee contribution flexibility.
• Self-managed hours and flexible working.
• A confidential Employee Assistance Programme (EAP).
• Cycle to work scheme.
• James Hutton Group Life Scheme.
• iHasco eLearning.
• Apple and Microsoft discount.
• Free onsite parking.
• On site canteen facilities.
• Social club.
• Credit union.
• Gym membership discounts.

We will not consider the use of 3rd party recruitment agencies for the sourcing of candidates for this position.

The James Hutton Institute is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The James Hutton Institute is a: Stonewall Diversity Champion; Athena SWAN Silver Status Holder; Disability Confident Committed Employer and a Living Wage Employer.

The James Hutton Institute is Happy to Talk Flexible Working.