Document management/Archival specialist

The Quality Division at the European Spallation Source (ESS) in Lund, Sweden, invites applications for a Document management/Archival specialist.

Description of directorate/division
The Quality Division is part of the directorate for ES&H and Quality. The Division is leading the work to build and implement a management system in the organization, carry out audits, follow up on non-conformities, carry out reviews and inspections, and coordinates requirements on document management at ESS. Collaboration with the wider ESS organization and its partners is cross-functional, and the division acts both as a support for the organisation and as a stakeholder in defining quality related requirements.

The division consists of two groups; Quality Assurance and Quality Control. The position is within the Quality Assurance group that also addresses general document management topics. Currently the division consists of four full time employees, and since we are a small division we try to be flexible in allocating work to individuals or working together both within the division and together with other specialists at ESS. 

Description of main responsibilities
Assignments and responsibilities will include:


• Participate in and sometimes lead the work in developing strategies, tools and methods for long term preservation of documentation that is compliant with current regulations.
• Develop and implement relevant procedures, rules and guidelines con­cerning long-term preservation of documentation.
• Support and provide training to the organisation in topics related to document management and archival of documentation.
• Define requirements related to documentation in development projects.
• Actively monitor general development outside ESS in terms of e.g. regulations, tools development and best practices.
• Act as primary contact towards authorities in topics related to archives.
• Carry out the day-to-day business related to physical and electronic repositories and archives.  

You will report to the Head of Quality Division.

Qualifications

Essential Skills


• Relevant academic records where Archival or Information Sciences are included
• Extensive knowledge and experience in

• Document management and archiving
• Relevant regulations and standards for electronic document management and archival (including RA-FS and ISO standards)
• Electronic archiving


• Establish information/document management plans and classification structures
• Fluent in English and very good understanding of Swedish language

 

Additional Skills
Experience in


• Defining requirements in development projects related to document management and archival
• Investigating issues related to preservation and purging of information, both physical and electronic

To be successful and perform well in this position you are flexible, can follow the map when there is one or draw the map that is missing. You will need to show integrity and balance between defending formal requirements and find workarounds when needed. Other success criteria includes being able to build a network of contacts in the ESS organisation, and by acting as a good example be able to move the organisation in the right direction towards improved compliance.

Our work environment is characterised by fast growth, high rate of work, and an international atmosphere with highly academic personnel. You must therefore enjoy the diversity of such and have a personality suited for the challenges it holds. In this growing organisation you will have the possibility to take part in developing new routines and processes. Our work environment is exciting and forward thinking and relies heavily on personal initiative.

What ESS can offer
At ESS we offer people with talent and passion a unique opportunity to be involved in the development and building of a world leading facility for materials research. Besides attractive employment and relocation conditions, the flexibility to balance work life with private life and good opportunities to further enhance your skills; you will also enjoy being part of an organisational culture that promotes and supports internal career growth. We pride ourselves in having successful collaboration across different functions, and as the facility continues to grow we will keep nurturing the international and vibrant environment welcoming people from all across the world.

Duration & Location
The position is permanent with six months initial probationary period. Your work place will be situated in Lund, Sweden.

Start date
The position is to be filled as soon as possible.

Application & Contact
Please provide your curriculum vitae and cover letter in English by clicking on “apply” and following the instructions. Please note we only accept applications via the ESS website.

The deadline for applications is 9th of  January 2017.

For more information regarding the ESS recruitment process, please follow this link https://europeanspallationsource.se/ess-recruitment-process. For further information regarding the position, please contact, Mattias Skafar, mattias.skafar[at]esss.se or Carl Tillman, carl.tillman[at]esss.se. For further information regarding the recruitment process, please contact Iréne Hansen, irene.hansen[at]esss.se.