Library and archives graduate trainee

Applications are invited for the full-time, fixed term role of Library and Archives Graduate Trainee at Magdalen College, Oxford. Eligible applicants must be available to work from 1 September 2026. The role is intended for someone with an interest in pursuing a career in the library or archive profession. The Library and Archives Graduate Trainee will divide their time equally between the Library and Archives . The traineeship is designed to offer practical experience of a range of library and archive work to those intending to embark on a postgraduate course leading to a qualification as a librarian or recordkeeping professional. This will include, although will not be limited to, experience in cataloguing, reader services, digitisation, and outreach. In addition to training received in post, the successful appointee will participate in events run by the Bodleian Libraries as part of the Oxford Libraries Graduate Trainee Programme. Magdalen’s libraries contain a total of some 120,000 volumes, which are primarily conserved in a modern lending library (The Longwall Library). The Old Library is home to a very fine rare books collection of around 20,000 volumes, including 250 medieval manuscripts and 140 books printed before 1501, stored in a library room completed in 1481. Magdalen’s archive is one of the most important in Oxford and Cambridge. It includes over 13,000 medieval deeds and tens of thousands of manorial and estate records acquired through land purchases. It also contains institutional archives and modern records dating from the foundation of the college to the present time; a large collection of architectural drawings; and the personal papers of former Magdalen Presidents, Fellows and students. The Graduate Trainee will join an enthusiastic team, comprising the Librarian, Archivist, Special Collections Librarian, Deputy Archivist, Readers Services and Engagement Librarian, Estates Archivist, Technical Services and Collections Librarian, and Library Assistant. They will assist in the smooth running of the college’s library and archive services, which are at the heart of the college’s heritage and academic life. Key Responsibilities Principal Responsibilities (Library) Assisting in the day-to-day running of the library. Assisting with the receipting and processing of new library acquisitions, including unpacking, labelling, and tagging, and some assistance with stock taking. Basic cataloguing and classification of library book stock, and editing and maintaining other metadata records. Practical duties, including the issuing and returning of library loans. Assisting library readers by answering enquiries in person, by email, and by telephone, and helping with the use of equipment, such as the photocopier/scanner. Fetching and replacing research materials in a timely way for visiting researchers, and invigilating the consultation of research materials (manuscripts and early printed books) in the Old Library. Promoting the collections and services of the library, principally via photography of special collections items for a variety of purposes (social media, website, publications), and arranging physical new/themed book displays. Principal Responsibilities (Archives) Assisting in the day-to-day running of the archives. Assisting with the accessioning of new archive acquisitions, including unpacking and box-listing. Cataloguing and rehousing archive collections. Retro-converting printed catalogues and other finding aids. Assisting archive readers by answering enquiries in person, by email, and by telephone. Fetching and replacing research materials in a timely way for visiting researchers, and invigilating the consultation of research materials in either the Archives reading room or the Old Library. Digitising archival records in relation to reader requests or other needs (exhibitions, social media). Creating social media content, blog posts, etc., to promote the archival collections. Assisting with outreach events, including teaching sessions, school visits, and tours of the Archives. Assisting with preventative conservation activities. Supporting Duties (Library and Archives) Participating in staff training and development activities, including sessions run by the Bodleian Libraries. Assisting with the mounting and invigilating of library exhibitions. Any other duties, as required, including photocopying, re-shelving and shelf-tidying, and carrying out book and archive moves. Hours of work The post is full-time (37.5 hours per week), but the post-holder may at times be expected to work outside normal hours for which time in lieu may be claimed. Holidays are 30 working days per annum plus bank holidays (some restrictions may apply when holiday cannot be taken and some set days of holiday must be taken when the college is closed over Christmas and New Year). Skills, Knowledge and Expertise Essential selection criteria Demonstrable, genuine interest in working in libraries or archives as a career. Educated to undergraduate degree level or verified evidence (university transcript) of being on course to graduate by Summer 2026. Experience in a customer service role with commitment to excellent customer service. IT Literacy – a competent user of IT (general office software and web-based services). Knowledge/experience of using library and archive databases and online resources. Organisational skills with an ability to prioritise and manage deadlines. Ability to work effectively and flexibly as part of a team. Excellent communication skills, both oral and written, and an ability to convey information clearly and concisely. Proven ability to perform routine tasks with care and accuracy. Awareness of manual handling and ability to lift and carry books/boxes and to climb spiral staircases. Desirable selection criteria Some knowledge of languages other than English. A high-level qualification is not required. An awareness of current trends within libraries and archives. Benefits Salary The salary for the post will be at Grade 2.6 of the Unified College Pay Scale, £24,215 per annum, plus the £1,730 Oxford Location Allowance. Other Benefits Free lunch while on duty when the kitchen is open. Car parking (subject to availability) Use of sports facilities. Healthcare scheme. Bus pass purchase scheme. Cycle to work scheme. Sponsored University nursery spaces. Health Assured Employee Assistant Programme. Magdalen provides for maternity leave on a basis that exceeds the statutory provisions. There is a day one entitlement and no qualifying period: women are eligible for 26 weeks’ maternity leave on full pay, followed by 13 weeks of leave on Statutory Maternity Pay (SMP) and 13 weeks of unpaid maternity leave. Arrangements are available for Adoption Leave, Shared Parental Leave, and Paternity Leave. Magdalen College has a priority claim on places in the University nurseries. Applications To apply for this position, please click the 'Apply Now' button. The closing date is Friday 03 July 2026. Late or incomplete applications will not be accepted. Interviews are expected to take place week commencing 27 July 2026.