Archivist

Position:
Archivist

Department:
Community Relations

Reporting to:
Foundation and Alumnae Relations Manager

Schedule:
FTE flexible with working days and times)

PD Updated:
May 2023

Ruyton Girls' School is a forward-thinking independent K - 12 school with a long tradition of academic
success and co-curricular achievement. Our focus is on preparing girls for a lifetime of learning,
leadership and engagement in our global community.

***The Archivist is responsible for the management of the School's archives and heritage collection.

The Archivist manages an Archive defined by the School for the purposes of collecting, interpreting
and permanently preserving records that have value as authentic evidence of the School's
administrative, corporate, intellectual and cultural activity, or as evidence of the activities of the
School's wider community of support groups and alumnae.

The Archivist facilitates access to these records in accordance with approved policies and procedures
to support the School's organisational efficiency and accountability, or activities relating to teaching
and learning, community and alumnae engagement or to assist the work of external researchers.

The Archivist has the sole responsibility for collecting, storing, conserving and retrieving these
records. Access to the records and interpretation of historic material is provided to the Ruyton
community including past students, current students and staff as well as external researchers.

The role has overall responsibility for the acquisition, organisation, conservation, preservation, display
and access to Ruyton's archives collection, both physical artefacts and digital records.

RESPONSIBILITIES AND DUTIES
Ruyton has a responsive organisational culture and, as such this role may be altered to adapt to the
evolving needs of the School.

The Archivist responsibilities include but are not limited to:

Duties

• Collecting, documenting and storage of permanent Archival records and Heritage Collections
• Managing database systems that facilitate the care and administration of the above listed

collections

• Managing a safe and secure repository for the School's collections and working with regard to

recognised Archive and Museum storage standards

• Administration of the Archives budgets
• Communicating the history and traditions of the School through writing for School publications,

including print and digital, as well as displays and contributions to presentations

• Managing the selection and progressive digitisation of appropriate heritage records to improve the

School community's access to archival and heritage holdings

• Search and information retrieval for internal and external enquiries
• Assisting the reunion program and other Community Relations engagement activities with the

provision of information, display and presentations

• Supporting teaching and learning programs with the provision of information and resources
• Attending School and past student functions where appropriate
• Arranging, facilitating, documenting and recording oral histories of significant Ruyton community

members

• Liaising with past students
• Supervising volunteer staff where applicable, in accordance with approved school policies
• Managing the lodgement of School publications under Legal Deposit requirements
• When required, providing advice and support on the significance of heritage items, buildings or

other assets within the School which may not be in official archivist custody.

and work is measured in terms of the achievement of objectives

KEY WORKING RELATIONSHIPS

• Foundation and Alumnae Relations Manager
• Communications and Marketing Manager
• Members of the Community Relations team
• Responsible to the Principal.

EXPECTATIONS OF STAFF
Ruyton staff members are expected to maintain professional and responsible attitudes, and to
communicate respectfully and effectively.

All Ruyton staff members are required to:

• Treat each other with courtesy and respect
• Respect the right of each person to learn/work without disruption
• Accept responsibility for their own progress and development
• Accept responsibility for maintaining safe, clean, and pleasant surroundings
• Demonstrate selfrespect and uphold Ruyton's reputation through their appearance and actions
• Understand and abide by all child safe principles
• Notify responsible staff promptly any occupational, health and safety issue/s which compromise

the aim of maintaining a safe school environment

• Support the vision, ethos, and culture of the School
• Contribute to and support the strategic directions of the School
• Support all Ruyton policies
• Obey the law.

**QUALIFICATIONS, SKILLS AND EXPERIENCE

Essential Criteria

• An ability to work independently and as part of a team.
• A selfstarter with a high level of attention to detail and accuracy and who is well organised.
• Demonstrated ability to make good judgements, a

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