Archives System Coordinator
Household / Department: Private Secretary’s Office
Section / Branch: Records
Location: Windsor Castle
Contract/recruitment type: Fixed Term Contract
Start date: September 2026
End date: March 2029
Salary band: £30,000 - £32,000 per annum (dependant on experience)
Hours of work: 37.5 hours per week, Monday - Friday
About the role
It’s shaping the future of a world-renowned archive.
It’s playing a key role in a major transformation. And it’s the satisfaction of bringing order, clarity and innovation to a historic collection. This is what makes working for Royal Collection Trust so different.
The Royal Archives hold an extraordinary collection of material documenting the history of the Monarchy over centuries. As the Archives System Coordinator, you will play a pivotal role in preparing this unique collection for the future, helping to refine, enhance and migrate its data into a new system architecture. You’ll ensure that records are accurate, accessible and preserved to the highest standards, supporting both current operations and long-term stewardship.
Key Responsibilities:
- Review, enhance and rationalise data within the current Collection Management System, ensuring records are accurate, consistent and prepared for migration.
- Identify recurring data issues and implement solutions, including bulk updates, improved validation rules and standardisation of datasets.
- Support test migration activities, resolving data issues and ensuring successful transfer into the new system architecture.
- Develop specialist knowledge of the Royal Archives’ data, systems and structures, building a detailed understanding of how information is managed and used.
- Support system testing and validation, ensuring new functionality and workflows meet operational requirements.
- Assist with the integration of the new system with related platforms, including digital asset storage and web publishing systems.
- Build expert knowledge of the new system architecture through training and hands-on involvement.
- Deliver tailored training to users, supporting the successful rollout and adoption of new systems across the team.
- Liaise with colleagues and stakeholders to ensure a smooth transition and strong engagement throughout the project.
In all you do, you will take pride in contributing to the evolution of this exceptional archive.
About You:
- With advanced experience of working with collections management systems in a museum or archive environment, you understand how complex data is structured, maintained and improved.
- You have proven experience working with datasets and databases, including detailed querying and understanding the impact of data changes at scale.
- Highly detail-oriented, you ensure accuracy and consistency when working with large volumes of information.
- You bring a strong understanding of data risks, including security, integrity and controlled terminology.
- Technically confident, you have excellent IT skills, with strong working knowledge of Microsoft Excel.
- Experience and understanding of system development and testing, and of developing and maintaining system documentation.
- Well organised and methodical, you approach problem solving in a structured, logical way while managing competing priorities.
- With excellent communication and interpersonal skills, you build effective relationships and work collaboratively with a wide range of stakeholders.
- You are confident working independently and delivering training, supporting others in adopting new systems and processes.
- Experience working on specific data migration projects would be advantageous, as would experience working with coding software.
This is your opportunity to use your expertise to support the transformation and long-term preservation of a remarkable collection.
Benefits
We know that to deliver our best work we need to feel at our best. That’s why at the Royal Household we offer a generous benefits package designed to support your wellbeing and life priorities.
- Enjoy 25 days annual leave, rising to 30 days (plus bank holidays) dependent on the length of time you have worked for us.
- Flexible and hybrid working varies across different roles, and we’ll discuss the options available to you that will suit both your job requirements and individual preferences.
- Our excellent non-contributory pension plan (we’ll contribute 15% and you can contribute more if you wish) is highly valued by our employees, as is complimentary lunch on-site to keep you fuelled throughout the day.
- We also offer a range of leave options to support your life priorities, such as parental pay and leave and volunteering days, as well as benefits to support your physical and mental wellbeing.
- Other perks include 20% off at our Royal Collection Trust Shops and complimentary admission tickets across all our locations, along with many more employee discounts.
Vacancy Closing Date: 21/06/2026, 23:55
Work Location: In person
