Overview

The National Archives is a near 200-year-old institution with a collection spanning 1,000 years of history. In our strategic vision, Archives for Everyone, we aim to become the 21st Century national archive — an inclusive, entrepreneurial, disruptive cultural and heritage institution. This role supports that journey and we can’t do this without you.

Job Overview

Salary: £33,784 per annum

Contract type: Permanent

Band: E / Higher Executive Officer

Closing date: Sunday 5 October 2025

This role sits within the Public Access and Government Services Directorate, which provides expert advice and guidance to government departments and public bodies to drive compliance with the Public Records Act 1958 (PRA) and the Freedom of Information Act 2000; and to enable growth of capability for the preservation of born-digital government records. Under the PRA, public bodies can transfer records to The National Archives open or closed. Records may also be retained beyond their due transfer date under certain circumstances.

Role Summary

The Access Manager will provide advice and guidance to public bodies who wish to close or retain records, and for managing applications to the Advisory Council on National Records and Archives for closure or retention. Reporting to the Senior Access Manager, this role will facilitate the progression of closure and retention schedules, amend existing closures and retentions through our dedicated databases, and collaborate with internal and external stakeholders to investigate and resolve access issues. The Access Manager will take a key and active role in supporting Short Term Bodies and Public Inquiries in pre and post transfer access processes. Reporting to the Senior Access Manager, the Access Manager will deliver data analysis and reporting, maintaining key record logs and leading access projects. This is a full time post. However, requests for part-time working, flexible working and job share will be considered, taking into account at all times the operational needs of the Department. 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.

Responsibilities

• Enable The National Archives in meeting its legislative and public service obligations through: use knowledge of information rights legislation to assist government departments applying for closure or retention of their records
• Give advice and guidance to government departments on the procedures for retention or transfer of closed records in all formats to The National Archives
• Create and/or update access related guidance, standard operating procedures and policy for internal and external uses
• Compile and quality assure closure and retention schedules to go before the Advisory Council on National Records and Archives
• Upload and distribute approved schedules to key stakeholders
• Manage departments responses to requests for clarification by the Advisory Council on National Records and Archives to the given deadline
• Implement changes to closure periods identified as required by the Freedom of Information Centre
• Manage new and amended data by updating the System for Access Regulation (SAR) database in a timely and accurate manner
• Ensure departments are supplied with relevant information about records whose closure or retention period is due to expire
• Accession previously retained material, adding or amending entries on Discovery and updating relevant databases
• Deliver access projects, data analysis and other grade appropriate access tasks

Working Conditions

• Normal office environment
• Display Screen Equipment user
• Moving items up to 10kg in weight
• May come into contact with distressing material

Person Specification

Essential Criteria

• High standard of written and oral communication, with excellent attention to detail and proofreading skills
• Ability to work to tight deadlines and deliver high quality output under pressure
• Excellent team working skills, with the ability to work constructively with both internal and external colleagues
• A flexible approach to work, demonstrating an ability to make decisions, using sound judgement and escalating issues as required
• Demonstrable experience of ICT skills including working with Microsoft Office (Word, Excel etc.)

Desirable Criteria

• Knowledge of the FOI Act and related legislation
• Willingness to travel within the UK for visits to government departments
• Willingness to undergo developed vetting

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service D&I Strategy.

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.

Any move to The National Archives from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/

Reasonable Adjustments

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes. If you need a change to be made so that you can make your application, you should:

• Contact The National Archives via careers@nationalarchives.gov.uk as soon as possible before the closing date to discuss your needs
• Complete the ‘Reasonable Adjustments’ section of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must pass a disclosure and barring security check. People working with government assets must complete basic personnel security standard checks.

Nationality Requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. The Civil Service embraces diversity and promotes equal opportunities. We run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. The Civil Service also offers a Redeployment Interview Scheme and this vacancy is part of the Great Place to Work for Veterans initiative.

Contact Point For Applicants

• Name: The National Archives Recruitment Team
• Email: careers@nationalarchives.gov.uk

Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, contact The National Archives via email: careers@nationalarchives.gov.uk. If you are not satisfied with the response you can contact the Civil Service Commission at the Civil Service Commission website.