Archivist and Records Manager Apprentice
The British Antarctic Survey (BAS)
Salary: £31,418 per annum
Hours: Full time, 37 hours
Contract Type: Fixed-Term Apprenticeship, 40 months
Location: Cambridge
Closing Date: Sunday, 31st August 2025
Start Date: w/c 13th October 2025
Interview Date: 16th/ 17th September 2025
The British Antarctic Survey (BAS) has an exciting opportunity for a Level 7 Archivist and Records Manager Apprentice, enabling the postholder to become a qualified archivist through a new technical training route. The apprenticeship provides an alternative path for people who face barriers to getting a traditional postgraduate qualification in Archives Management.
Reporting to the Archives, Records and Information Compliance Manager, you will get involved in the real work of BAS' Archives Service, helping colleagues to deliver projects that manage our collections, provide access to them and engage a wide range of people.
The apprentice will be involved in the core work of the BAS Archives and multiple projects, all of which enable effective management, access and preservation of our collections, develop records management and help ensure effective information governance within BAS.
About BAS
NERC/BAS is part of UK Research and Innovation (UKRI), the largest public sector funder of research and innovation, with an annual budget of over £8bn and includes 7 research councils. You can find out more about UKRI via: https://www.ukri.org/who-we-are/about-uk-research-and-innovation/our-organisation/
We will support you every step of the way, helping you make the most of your opportunities and to achieve the goals you already have - and those you have yet to discover!
About the Role
As an apprentice, you'll contribute to the core work of the Archives Team, supporting archives, records management, and information compliance. You'll also collaborate with teams across BAS and UKRI, including the Polar Data Centre, IT, and Information Governance.
Key Responsibilities:
Managing Archives and Records:
* Process new accessions and update archive records.
* Support the care and preservation of digital and physical records.
* Assist in classifying, selecting, and storing records to recognised standards.
* Ensure compliance with data protection, copyright, and IP legislation.
Providing Access:
* Catalogue records in line with professional standards.
* Support digitisation projects, including metadata creation.
* Facilitate research access and administer use licences.
Engagement and Outreach:
* Help plan events and activities to promote the BAS Archives.
* Create content for public and academic audiences.
* Support funding applications and externally funded projects.
What you will learn
As an apprentice, you will develop the Knowledge, Skills and Behaviours (KSBs) defined in the Level 7 Archivist and Records Manager apprenticeships standard.
The programme includes a three-year learning period followed by a six-month assessment phase. You'll spend four days a week gaining practical experience with the BAS Archives team, and one day per week on structured off-the-job learning.
Off-the-job learning activities include:
* Attending in-person training sessions every 12 weeks at Westminster Adult Education Service in London, NW8 8LW.
* Joining fortnightly online sessions via Microsoft Teams.
* Completing a self-directed study and building a portfolio of evidence for your end-point assessment.
This role is based at BAS Cambridge, with some flexibility for remote working depending on business needs and project requirements.
About Westminster Adult Education Service
Westminster Adult Education Service is the sole approved provider of the Level 7 Archivist and Records Manager apprenticeship. They have extensive experience delivering successful training across a variety of sectors and consistently receive five-star employer ratings via the Government's apprenticeship service.
As specialists in Cultural Heritage apprenticeships, they are well equipped to support your development throughout the programme. Learn more: www.waes.ac.uk/partnerships/apprenticeships
Person Specification (Qualifications, Knowledge, Skills and any special requirements)
To apply for this apprenticeship, your CV and/or Cover letter will need to demonstrate that you meet the following criteria. Where indicated, this detail will be assessed at Shortlisting Criteria (S), Interview Criteria (I) or both (S&I).
We are looking for the following:
Essential:
* Applicants must have at least a Level 2 qualification (GCSE grade A*-C / 9-4 or equivalent) in English and Maths. (S)
* Motivated and committed to completing the Level 7 Apprenticeship over three years. (S&I)
* Good ICT skills, including working knowledge of the Microsoft Office suite, e.g. MS365, Teams. (S)
* Excellent verbal and written communication skills, and the ability to write accurately and concisely as demonstrated within your CV and Covering Letter. (S&I)
* Good organisational and time management skills to balance a busy workload, including a proven ability to multi-task and prioritise to meet changing business priorities and the ability to work independently, once fully trained. (S&I)
* Strong team-working and advocacy skills - the ability to work successfully within a small team, to build good relationships with a wide range of colleagues and external contacts, and to liaise effectively with staff at all management levels. (S&I)
* Ability to work methodically and with excellent attention to detail and accurate data entry skills. (S&I)
* A passion for archives, data and information. (S&I)
Desirable:
* Strong problem-solving abilities and the ability to learn new systems. (S&I)
* Experience of providing a service to the public, i.e. customers, patients, etc. and /or experience of providing training to users, i.e. in the use of systems/processes. (S&I)
* Ability to report progress against an agreed action plan, maintain accurate metrics and calculate basic statistical measures. (S&I)
* An interest in science and/or the work of the British Antarctic Survey. (S&I)
Important Information
We reserve the right to close this vacancy early; therefore, we strongly encourage you to submit your application at the earliest opportunity.
1. Applicants should be able to travel to BAS Cambridge on most working days. The apprentice may also be required to travel to other archives in England once every two months as part of the in-person off-the-job training days.
2. To complete the apprenticeship, you will need to provide evidence of Maths and English GCSE grade A*-C / 9-4 or equivalent.
3. You will need to have been a resident in the UK for the last 3 years prior to the start of the apprenticeship or meet the criteria of eligible residency status in the Apprenticeship Funding Rules. Apprenticeship funding rules, 2025 to 2026 - GOV.UK
4. Confirm that this apprenticeship offers substantive new skills and knowledge and that you have not already achieved an equivalent Level 7 qualification in a similar or related subject.
As part of our shortlisting process, we may be required to determine your eligibility to undertake the programme based on the information provided within your application. By applying for this apprenticeship, you are giving permission for your details to be shared with the relevant training provider.The training provider will also ask you to complete an initial assessment during the application process.
We will be in touch after the closing date. However, please email UKRIApprenticeships@ukri.org quoting the vacancy title and reference number if you have any questions.
UKRI - UK Research and Innovation
UKRI is an organisation that brings together the seven disciplinary research councils, Research England and Innovate UK. Together, we build an independent organisation with a strong voice and vision ensuring the UK maintains its world-leading position in research and innovation.
Supporting some of the world's most exciting and challenging research projects, we develop and operate some of the most remarkable scientific facilities in the world. We are pushing the frontiers of human knowledge through fundamental research and delivering benefits for UK society and the economy through world-class research, skills and business-led innovation.
More information can be found at www.ukri.org .
Choosing to come to work at UKRI means that you will have access to a whole host of benefits from a defined benefit pension scheme, excellent holiday entitlement, access to employee shopping/travel discounts and salary sacrifice cycle to work scheme. For more details, visit benefits of working for UKRI .
How we support EDI in the workforce
At UKRI, we believe that everyone has a right to be treated with dignity and respect, and to be provided with equal opportunities to thrive and succeed in an environment that enables them to do so. We also value diversity of thought and experience within inclusive groups, organisations and the wider community. For further information, please visit 'How we support EDI in the workforce'.
Disability Confident Employer
As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy/ies. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
How to apply
Online applications only preferred for this role. Please submit a CV and covering letter which clearly outlines how you fulfil the criteria specified along with your motivation for UKRI and the role. Ensure that the job reference number is included in the filename description of each document uploaded. Note that failure to address the above criteria or submit an application without a covering letter may result in the application not being considered. Assessment will only be based upon the content of your submitted covering letter and CV and not the 'experience' section of the application.
UKRI seeks to ensure it creates and maintains a system of openness, fairness and inclusion - a collaborative, trusted environment, which is attractive to and accessible to everyone who is interested in developing their career with us.
The role holder will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during the course of employment.
British Antarctic Survey (BAS) delivers and enables world-leading interdisciplinary research in the Polar Regions. Our skilled science and support staff based in Cambridge, Antarctica and the Arctic, work together to deliver research that uses the Polar Regions to advance our understanding of Earth as a sustainable planet. Through our extensive logistic capability and know how BAS facilitates access for the British and international science community to the UK polar research operation. Numerous national and international collaborations, combined with an excellent infrastructure help sustain a world leading position for the UK in Antarctic affairs. British Antarctic Survey is a component of theNatural Environment Research Council (NERC).NERCis part of UK Research and Innovation www.ukri.org
We employ experts from many different professions to carry out our Science as well as keep the keep the lights on, feed the research and support teams and keep everyone safe! If you are looking for an opportunity to work with amazing people in one of the most unique places in the world, then British Antarctic Survey could be for you. We aim to attract the best people for those jobs.
COVID-19 update
• We have a responsibility to do everything that we can to ensure that BAS Ships and Stations remain COVID free and that staff are deployed safely and responsibly. Our medical screening for this season will therefore take account of the recognised factors that increase your risk of an adverse reaction to the coronavirus (Primarily this is BMI at or above 30, age over 60 years old, or a history of smoking). The assessment is done confidentially by our Medical Unit and the criteria might be subject to change.
• You might be required to quarantine two weeks prior to your deployment, and you might sail to Antarctica on our polar ship.
All applications will be checked at point of application by BAS staff and those without the right to work in the UK or without a realistic prospect of being able to acquire the right to work in the UK will not progress.