SCHOOL ARCHIVIST AND RECORDS MANAGER

Melbourne Girls Grammar is seeking a contemporary, task orientated, and highly organised School Archivist and Records Manager to join our dynamic Marketing and Community Engagement team full time. 

As a leading independent girls’ school with a rich history, MGGS is committed to preserving and celebrating its heritage. The Archives play a vital role in capturing the School’s personal, corporate, and social memory offering insight into the past while supporting future generations of students, staff, and alumnae. 

Reporting to the Executive Director Marketing and Community Engagement, the Archivist and Records Manager is responsible for the accurate and precise collation of relevant documents, materials and artefacts. It requires a sound understanding of compliance as well as a curiosity regarding historical information and research. The successful candidate will work across different areas of the school to promote best practice, care and accuracy of documentation and awareness of the importance of recording keeping to the longevity of the Schools knowledge-base, intellectual property and extensive community. It requires consideration to be given to acquisition, organisation, preservation, conservation, and display of the School’s physical and digital records and artefacts as well as incorporating the ability to communicate with members of the school community and inspire volunteers to support the preservation of the art collection and memorabilia.

The role covers: 

• Managing, preserving, and cataloguing corporate, digital, and historical archives. 

• Accessioning, processing, and maintaining archival materials. 

• Ensuring accessibility of archival material to students, staff, and Old Grammarians. 

• Working autonomously to preserve and when needed analyse records and maintain accurate, up-to-date information systems. 

• Promoting a culture of best practice and continuous improvement in records management within the workplace. 

• Ensure records management activities support the strategic objectives outlined in the School’s Strategic Plan. 

This role requires someone with a keen eye for detail, a passion for storytelling through historical records, and the ability to work independently while engaging collaboratively across the School community. 

Key Selection Criteria include but are not limited to: 

• High degree of technical skills and archival systems knowledge, and strong skills in managing data records and their retrieval.  

• Excellent understanding of current and emerging practices in archives, digitisation and digital preservation. 

• Demonstrated commitment to innovation and continuous improvement within the field. 

• Strong problem-solving skills, including critical analysis and evaluation. 

• Ability to interpret and evaluate client informational needs to determine appropriate solutions  

• Ability to perform research, identification and evaluation and /or appraisal of potential archival material and records. 

• Excellent interpersonal and communications skills including the ability to liaise with a diverse range of stakeholders in particular to young people and those from an older generation. 

• Ability to manage numerous tasks simultaneously 

• A self-starter with a high level of attention to detail who is well organised.  

• Ability in managing broader records management, volunteer or achieves orientated projects. 

This position is located at Glenhope campus, 466 Punt Road in South Yarra, but is required to dedicate time across the ELC, Morris Hall and Merton Hall campuses, the latter being where the Archives repository is located. The role is full time and the salary is as per Schedule 3 – Clerical Employees of Pay of the MGGS Enterprise Agreement 2023. The salary range is between $80,205.00 and $98,469.00 plus superannuation. 

If you are looking to work in a leading, innovative and values-driven organisation and you feel you would be a good fit for this role, please view the Position Description for details about the role, including key responsibilities, and apply below. 

Benefits of working at MGGS

Alongside opportunities for educators, we offer a broad array of professional support roles for individuals motivated to join our values-based community and make a difference in the lives of our Grammarians. Careers at Melbourne Girls Grammar provide opportunities for high performing individuals to thrive within an environment that values lifelong learning.

At MGGS we offer an excellent work environment, generous salary and leave packages, and significant professional development opportunities. Staff wellbeing is a top priority, with staff having access to our state-of-the-art Artemis Centre facilities including Pool, Gym and Café.  To support families, we also offer staff discounts on academic tuition fees (where eligible) and access to an Employee Assistance Program that provides a range of personal and family benefits.

Employment with Melbourne Girls Grammar is subject to adherence to school policies including the Staff Code of Conduct, Child Safety Policy, Child Safety Code of Conduct and Child Safety Statement as listed below.

Child Safety Statement: Melbourne Girls Grammar

• As MGGS staff, volunteers, contractors, and any other members of our school community involved in child-connected work, we are responsible for supporting and promoting the safety of children.
• We are committed to the safety, participation and empowerment and protecting of all children / students in our care and adhering to our Child Safety Policy.
• We are committed to providing a child-safe and child-friendly environment, where children and young people are safe and feel safe and are able to actively participate in decisions that affect their lives.
• We have zero tolerance of child abuse and are committed to the protection of children from all forms of child abuse and all allegations and safety concerns will be treated very seriously and consistently with our robust policies and procedures. Our policies and procedures will provide the name and contact details of staff who have specific responsibilities in relation to child safety and who may receive reports of suspicion of child abuse. Child abuse includes sexual offences, grooming, physical violence, serious emotional or psychological harm, serious neglect and a child’s exposure to family violence.
• We have legal and moral obligations to contact authorities when we are worried about a child’s safety, which we follow rigorously.
• We are committed to preventing child abuse, identifying risks early and removing and reducing these risks.
• We have robust human resources and recruitment practices for all staff and volunteers.
• We are committed to regularly training and educating our staff and volunteers on child abuse risks. We support and respect all children, as well as our staff and volunteers.
• We are committed to the emotional, physical and cultural safety of all children and to providing a safe environment for their learning.
• We are committed to promoting the cultural safety and participation of Indigenous children, young people and their families.
• We have specific policies, procedures and training in place that support our leadership team, staff and volunteers to achieve these commitments.

How to Apply

Applicants must hold or prior to commencing employment, be willing to obtain a current and valid Victorian Working with Children’s Check (Employee Type). All applicants are subject to reference and identity checks, and verification of Working with Children Check Card as part of the recruitment process.

Applications close; 9am Friday 18 July 2025.
Interested applicants are encouraged to submit their documentation at their earliest opportunity.

Please visit the MGGS website to apply, applications must include a covering letter addressed to the Principal, Dr Toni E Meath including responses to the Key Selection Criteria, and a resume.