Manager, Data and Discovery. Archives NZ, Wellington. Open until 13 April 2011

Manager, Data and Discovery (Archives NZ)
Vacancy Number: 11/041
Business Group: Archives NZ
Branch: Knowledge, Information, Research and Technology (KIRT)
Location: Wellington
Type: Permanent, Full-Time 40 hours per week
Salary: $75,806 to $98,101
Closing Date: 5pm, Wednesday 13 April 2011

The Department of Internal Affairs – Te Tari Taiwhenua
The new Department of Internal Affairs was established on 1 February 2011, and amalgamates the roles and functions previously undertaken by the former Department of Internal Affairs, Archives NZ, the National Library of New Zealand, the Office for the Community and Voluntary Sector (formerly within the Ministry of Social Development) and the Government Chief Information Office (formerly within the State Services Commission).
The Department has a unique role in nurturing the development of the country’s nationhood, identity and culture. The Department maintains the collective memory of the nation and connects it to the present and future. As New Zealand’s oldest government department, it has a continuous link back to the Colonial Secretary’s office and the signing of the Treaty of Waitangi.
Purpose
The Department of Internal Affairs serves and connects people, communities and government to build a safe, prosperous and respected nation.
For more detailed information about Internal Affairs, go to our website: www.dia.govt.nz.

Branch Overview
The Knowledge, Information, Research and Technology branch promotes efficient and innovative access to, and management, storage, preservation, and conservation of knowledge, information and heritage collections and taonga, for the benefit of government and New Zealanders.
The new branch combines National Library, Archives NZ, and Government Technology Services together into a single branch, along with information-related services and the Government Chief Information Office.

Business Group Overview
Archives NZ ensures that the needs of people and government for the public record – as a tool of government accountability and as evidence of their experience – are met now and in the future.
To achieve this Archives NZ helps ensure the accountability and efficiency of government and its agencies by providing oversight of the creation, management and disposal of government records; and by identifying, preserving, and enabling access to government records with long term value. Thus Archives NZ helps protect the rights and entitlements of New Zealanders, while also contributing to the developing New Zealand identity and understanding of shared pasts.

Position Summary
The Manager Data and Discovery sets the strategic direction for the documentation and description of public records in order to meet the needs of users. They provide professional leadership to enhance practice and connectivity in the management of data relating to public sector records within Archives NZ, via its own online services and in the wider digital world.
The Manager Data and Discovery is a strategic role, developing policy and frameworks for archival descriptions and documentation and the development of finding aids. They establish what it is required from information and how it is accessed and develop structures and archival description systems that make holdings discoverable through a range of channels.
They ensure the whole structure of government recordkeeping is accurately reflected in Archives NZ’s descriptive model, providing a resource to enhance public sector recordkeeping and archival management practice.
They ensure that effective tools, systems and processes are developed and available to implement archival management and documentation policies and are responsible for quality assurance.
They provide leadership in the development of archival standards and practice across the archive and information management professions, representing Archives NZ in key National and International bodies and fora.
The Manager Data and Discovery leads and develops a team of professionals to ensure that Archives NZ has the capability to provide professional and intellectual leadership of the NZ archive community.

You work with:
Within Archives NZ:
• Other members of the Archives Management Group
• Chief Archivist’s Office
• Arrangement & Description Manager
• Regional Archivists
• Managers of Access Services
• Manager, Appraisal
• Manager, Government Recordkeeping Programme
• Archivists from all sections of the Archives NZ Business Group

External Relationships:
• All Government departments and agencies
• Archivists, librarians and staff in related fields in other repositories and organisations
• Public Sector and technology staff responsible for online services
• National and international archives professional associations and organisations
• Major archives user groups
• Iwi and other online communities
• Members of digital working and collaborative groups

Key tasks and results for this position

1. Strategic and intellectual leadership
o Maintain an overview of developments in information management, archival practice and technologies to identify impacts and opportunities for Archives NZ
o Maintain an overview of government organizations, structures and functions
o Lead and co-ordinate discussion within Archives NZ to establish the Archives NZ view on the documentation and description of records and how this will be implemented
o Lead the development of online channels of archives discovery
o Develop policy and a descriptive framework and model for the description of Archives NZ collections
o Lead development of documentation and metadata management frameworks for the changing digital environment
o Provide business leadership in the development of archives management systems
o Mentor and coach archivists to develop and maintain Archive New Zealand’s expertise in collection management and discovery
o Represent Archives NZ and provide professional leadership in multi institution initiatives on descriptive standards, connected data and access to collections

2. Set descriptive standards for Archives NZ
o Set and maintain appropriate standards in line with international trends and best practice
o Promote and communicate relevant standards to ensure consistent, fit for purpose documentation
o Support and train staff across the department in the application of standards
o Data submitted into Archway meets acceptable standards
o Ensure that data is of the appropriate quality for its purpose

3. Lead and manage Archive NZ’s documentation programme
o Lead and manage the development of archival description systems and finding aids
o Lead the programme to document functions, agencies and jurisdictions of government
o Ensure information about current agencies is up to date and administer changes under Section 23 of the Public Records Act 2005
o Ensure documentation is maintained
o Ensure the ability of researchers to search for and evaluate records
o Ensure the usability of data and its use by customers and across systems
o Provide business expertise and advice

4. Approved repositories
o Administer the application process for approved repositories
o Advise approved repositories on standards of documentation
o Carry out inspections of approved repositories

5. Cultural Responsiveness
o Ensure that frameworks for description of collection encompass differing world views
o Incorporate a bi-cultural perspective into the framework for the description of NZ holdings
o Establish systems that enable multi language discovery
o Incorporate Responsiveness to Māori (RtM) competencies and processes into Collections and Discovery business plans and work programmes
o Model RtM competencies and ensure that standards and practices are responsive to Maori

6. Develop and manage the Data and Discovery business Plan and related work plans and work programmes.

7. Contribute to corporate initiatives through participation on internal committees and working groups.

8. Assist in the strategic and business planning of the wider Archives Management Group.

9. Lead and develop the capability of the Data and Discovery team:
o Be responsible for the day-to-day management of the unit
o Lead and participate in the development a team of specialist professional through regular coaching and contributing to their training and development
o Develop and maintain an Archives NZ wide, continuity and succession plan, for capability in collections and discovery

Person Specification
In terms of knowledge and experience, Archives NZ requires the person to have:

Essential (must have these to do the job)
• Substantial experience in information or archival management
• Relevant post graduate qualification e.g. Information or Archives Management
• Current knowledge of international issues and developments in archival description, particularly in relation to electronic records and electronic finding aids
• Experience with archives or collections management systems or other digital discovery tools
• Successful experience leading and developing teams of professional specialists
• Knowledge of web based standards, channels and data management systems with the confidence and crediblity to challenge established practice
• Demonstrates energy and drive and achieves results
• Highly tuned communication skills across a range of mediums ands able to present credibly to a range of audiences and stakeholders
• Successful experience in relationship management at a senior level

In addition, evidence of the Essential Behaviours (below) is also required.
Desirable (not essential but useful)
• An understanding of data modelling
• Knowledge of how digital library systems interface with internal and external descriptive and discovery systems
• Recognised as a thought leader with networks in NZ and international academic communities

Essential Behaviours
Essential Behaviours are a common set of essential behaviours for all staff. They reflect key organisational values and expectations of the every day performance and skills of staff in generic areas of work.
• Respecting Others
Contributes to a positive organisational culture through co-operative working relationships and respect for diversity.
• Doing the Job
Manages own work practices to achieve results.
• Providing Quality Customer Service
Identifies internal and external customer needs in order to meet / exceed customer expectations
• Valuing Partnership with Maori
Actively supports the organisation’s goals and commitments to Maori.
• Demonstrating Public Service Values
Acts in a professional manner to promote the credibility of Archives NZ and the wider public service.
Essential Behaviours for Managers
• Managing the Work
Understands and applies the best management practices to control physical and financial resources, manage quality, manage workflows and projects.
• Managing People
Recruits, develops and manages performance of staff to meet organisational needs. Utilises staff skills and provides satisfying, meaningful work for staff
• Providing Leadership
Demonstrates a commitment to the purpose, values and principles of Archives NZ through actions and communication to staff.
• Thinking Strategically
Thinks proactively, rising above the detail to see the big picture over the long term.
Identifies problems and solutions and seeks opportunities to improve and develop services.

The State Services Code of Conduct
The code of conduct for the State Services - Standards of Integrity and Conduct sets out four areas of obligation expected of public servants in their relationships with Government, their chief executive, colleagues and the public:

Fair
• We must treat everyone fairly and with respect
• We must be professional and responsive
• We must work to make government services accessible and effective
• We must strive to make a difference to the well-being of New Zealand and all its people

Impartial
• We must maintain the political neutrality required to enable us to work with current and future governments
• We must carry out the functions of our organisation, unaffected by our personal beliefs
• We must support our organisation to provide robust and unbiased advice
• We must respect the authority of the government of the day

Responsible
• We must act lawfully and objectively
• We must use our organisation's resources carefully and only for intended purposes
• We must treat information with care and use it only for proper purposes
• We must work to improve the performance and efficiency of our organisation

Trustworthy
• We must be honest
• We must work to the best of our abilities
• We must ensure our actions are not affected by our personal interests or relationships
• We must never misuse our position for personal gain
• We must decline gifts or benefits that place us under any obligation or perceived influence
• We must avoid any activities, work or non-work, that may harm the reputation of our organisation or of the State Services
Interpretative guidance will be provided for you and can also be found on the State Services Commission Website: www.ssc.govt.nz.

Review Statement
This Job Profile was prepared / reviewed by:
Alicia Wright – Acting Group Manager, Archives Management
Signature and date
Checked by HR:
Genevieve Orr – Manager, Human Resources

Signature and date
Change Statement
From time to time it may be necessary to consider change in the position requirements in response to the changing nature of our work environment - including technological requirements or statutory changes.
Such change may be initiated as necessary by the Manager.
It is recommended that this Job Profile is regularly reviewed - as part of the preparation for the Annual Performance Agreement.