IT Commercial and Licensing Officer

As the living, growing home of our national story, The National Archives is a special place to work. We’re an institution nearly 200 years old with a collection spanning 1,000 years of history. We’ve set ourselves the challenge of becoming the 21st Century national archive - a different kind of cultural and heritage institution: Inclusive, Entrepreneurial, Disruptive.

Job Overview

• Salary: £39,030 per annum, pro rata
• Contract type: permanent, 3 days (21.6 hours) per week
• Band: E / HEO
• Closing date: Thursday 20th August at midnight

The National Archives is seeking an IT Commercial and Licensing Officer to help manage our portfolio of technology contracts, software licences, suppliers and renewals. This is a three-day-per-week role at the centre of Digital & Technology Operations. You'll work across procurement, finance, supplier management, licensing and governance, helping us make informed decisions, manage risk and get the best value from our technology investments.

Why this role?

• Three days per week, offering flexibility and work-life balance.
• Broad exposure across technology, commercial management, procurement and finance.
• Opportunity to influence how technology services are delivered.
• Scope to develop expertise in supplier management, licensing, procurement and commercial governance.
• Work with a friendly, supportive team that values collaboration and continuous improvement.

Who might this suit?

You may have experience in contract management, procurement, supplier management, licensing, finance, operations or administration. Equally, you might be looking to build on existing commercial skills in a role with greater variety and visibility.

We're looking for someone who:

• Enjoys organising information and bringing structure to complex activities.
• Has strong attention to detail and good commercial awareness.
• Likes building relationships and working with people.
• Can spot risks, opportunities and areas for improvement.
• Wants a role where they can learn, develop and make a visible contribution.

Why The National Archives?

Our work combines centuries of history with modern digital technology. You'll be based at our beautiful Kew site, working alongside knowledgeable, welcoming colleagues while helping support services that preserve and provide access to the nation's records.

If you're looking for an interesting part-time role with responsibility, variety and room to grow, we'd love to hear from you. A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site for a minimum of 60% of their work time.

APPLICATION PROCESS:

• Interview: interviews will be held on-site
• Personal Statement: We ask all applicants to submit full work history details and a personal statement, not exceeding 1200 words.

Essential criteria for application:

1. Experience of managing contracts, software licences, supplier relationships or commercial activities.
2. Ability to analyse financial, contractual or operational information and use it to support decision-making and recommendations.
3. Commitment to achieving value for money and supporting effective stewardship of public funds.

Job Purpose

The National Archives depends on secure, reliable and cost-effective technology to deliver its services, preserve digital records and support colleagues across the organisation. Digital & Technology Operations plays a central role in ensuring those services are well managed, resilient and fit for purpose.

The IT Commercial and Licensing Officer will provide commercial oversight across Digital & Technology Operations. The role will help The National Archives maximise value from its investment in technology contracts, licences and supplier arrangements by providing commercial oversight, renewal planning and effective governance.

Role and Responsibilities

• Maintain a complete, accurate and auditable register of Digital & Technology Operations contracts, software licences, subscriptions and support agreements.
• Manage contract and licence renewals, maintaining visibility of values, renewal dates, ownership, supplier contacts and commercial obligations.
• Track contract changes, extensions, renewals and terminations, ensuring records remain accurate and up to date.
• Help Digital & Technology Operations maximise value from contracts, licences and supplier arrangements.
• Analyse contract, licence and spend information to support informed decision-making.
• Identify opportunities to reduce unnecessary spend, optimise licensing arrangements and improve value for money.
• Act as a day-to-day point of contact for suppliers on contract, licensing and commercial matters.
• Maintain visibility of current and future expenditure relating to contracts, licences and support agreements.
• Produce reports on renewals, licensing costs and commercial commitments to support planning and decision-making.

Continuous Improvement:

• Improve processes for managing contracts, licences, renewals and commercial records.
• Promote effective contract and licence management practices across Digital & Technology Operations.

Working Conditions

Normal office environment. Display Screen Equipment user.

Essential Criteria:

• Experience of managing contracts, software licences, supplier relationships or commercial activities.
• Strong organisational skills, with experience of managing multiple priorities, deadlines and competing demands.
• Strong written and verbal communication skills, including the ability to explain commercial or technical information clearly to non-specialists.

Benefits

Generous benefits package, including pension, sports and social club facilities, onsite gym, discounted rates at our on-site cafe and opportunities for training and development. Annual leave entitlement of 22 days per calendar year (rising to 25 after the first year, and incrementally to 30 days after six years) and 10½ days public and privilege holidays per annum.