Force Archivist
Role: Force Archivist
Department: Performance & Governance
Location: Main Street, Rotherham
Salary: £24,222 - £26,106
Hours: 37
Contract Type: Permanent
In this role you will provide an archive service for paperwork/property other than found/evidence. You will assist in the management of the storage, review and weeding of the Force Archive Store in accordance with legislative, regulatory, policy and NPCC Guidance on the Management of Police Information (MoPI). You will also be the subject matter expert in keeping records and physical items that have enduring evidential value and relate to historic serious crimes.
Key responsibilities:
- Assist in the management of the storage, review and weeding of the Force Archive Store.
- Research, Interrogate, analyse, interpret, translate, and update a wide variety of SYP IT systems both current and legacy.
- Provide expert advice/assistance and decisions making recommendations to the IAO whilst delivering the Archiving initiative.
- Promote and provide specialist advice and software training to internal staff/officers and external partners.
- Responsible for and support the wider force business areas in ensuring the accuracy of the Data in the Records and Archive management IT system, the Evidence Management system for POTF serious items and the Tape Library system.
- Analyse and Apply APP Management of Police Information; Review, Retain, Disposal criteria, relevant legislation, and force policy to historical Paperwork/Physical evidential items/DNA samples and the management of seized Firearms including those for Forensic testing/NABIS examination and the disposals process.
- Decide and provide recommendations of which exhibits should be reviewed, what information should be retained, and which records can be disposed of.
- Comply with relevant legislation and national and local guidance e.g., GDPR/H&S/Awareness and personal responsibility for security and control of access into the Archive.
- Support the development of processes and procedures to improve the efficiency and effectiveness of the ‘Storage, Review, Retain, Disposal’ function
- Conduct critical audits and management of physical Firearms and Ammunition, disposal process.
- Work closely with the Force Armourer for guidance and support to ensure the correct disposal of all identified firearms ready for disposal.
- Receive telephone/written enquiries from internal and external sources.
- Deal with members of the public, internal and external customers in a professional manner .
- Drive South Yorkshire Police Vehicle when required.
Skills and experience:
Professional Practitioner certificate in Records Management or equivalent experience.
- Experience of dealing with members of the public face to face, proving emotional resilience, awareness of confidentially both over the phone and in person.
- Experience of working in an administrative role, demonstrating a high level of numeracy and literacy skills.
- Computer literate with experience of data input and retrieval working across a variety of systems and Microsoft applications. Knowledge of Police systems CMS/CATS/Connect/Holmes/Lynx/KIM systems.
- Able to lift and move heavy and bulky items, resilience to working in a challenging warehouse environment.
- Prepared to provide statements to CPS/Legal services and Inquiry teams.
- Current clean driving licence and willingness to travel throughout the Force area.
- Willingness to wear a uniform/PPE and have full protection Hepatitis B injections.
Skills and experience as documented in the role profile need to be evidenced in your application to be considered for interview
For more detailed information relating to the role, skills and experience for this role, please click here to view the role profile
What we offer:
We offer generous entitlements and supportive policies to enable a better work-life balance, some of which are listed below:
- A highly competitive salary and access to a generous pension scheme
- Generous annual leave allowance
- A wide range of family friendly policies including enhanced maternity, paternity and adoption leave
- Flexible working arrangements including flexi-time and hybrid working
- A transparent and collaborative team culture underpinned by our core values of Fairness, Integrity & Trust
- Comprehensive range of development and leadership courses to develop your career with South Yorkshire Police
- Employee Assistant Programme (accessible 24/7) offering confidential support and advice
- Flexible lifestyle benefits such as: Blue Light Card, Company Shop, Cycle to work scheme
- Committed to embedding sustainability: South Yorkshire Police Sustainability Strategy 2020-2025 (yhrn.police)
- Membership to the Sports and Social Club
- Access to a wide range of staff support groups and networks
Eligibility:
Applicants must meet the minimum requirement checkable history criteria, which must be taken into account for individuals applying to work with South Yorkshire Police in any capacity. A minimum checkable history of 5 years is required for this role and successfully undergoing recruitment vetting procedure is a pre-requisite of employment with South Yorkshire Police.
Appearance & Standards:
South Yorkshire Police is committed to striking a proportionate balance between self-expression and the need to maintain role sensitive professional standards in dress and appearance. Officers, staff, and volunteers of South Yorkshire Police are permitted to have tattoos visible whilst on duty provided the tattoo is not considered to be unacceptable or otherwise inappropriate. Tattoos will be reviewed as part of the recruitment and selection process.
South Yorkshire Police’s Key Values:
At South Yorkshire Police we have 3 key values which run through everything we do Fairness, Integrity & Trust, the attached document details the key behaviours we expect all employees to adhere to.
Smarter ways of Working:
South Yorkshire Police is committed to developing working practices which assist staff to balance their personal and professional lives, whilst meeting the needs of the organisation. This in turn enables SYP to provide an outstanding service to the community.
There are 3 different categories as part of this which are: Fixed, Field and Hybrid.
This role has been evaluated as a hybrid role.
Hybrid: Applicable when the work can be undertaken at any location, whether that be a SYP building or from home.
Vetting Level:
The vetting level for this role is Management Vetting (MV). If successful your vetting will be reviewed and uplifted. For further information please contact the Vetting Unit on Force_Vetting_Unit@southyorks.pnn.police.uk
Contact details:
For further information about the role, please contact: Liz Blackburn on 07884 234097
Closing Date: 9th October 2025
Closing dates are not normally extended, other than in exceptional circumstances and agreement is made between the Talent Acquisition Manager and the Line Manager for the role.
How to apply:
Please click ‘Apply’
Candidate Information:
Please note that, should you be successful at the interview stage and before appointment, the relevant pre-employment checks are required. These include references, medical clearance, vetting clearance and sickness absence criteria check.
Diversity & Inclusion:
Applications are particularly welcome from female and ethnic minority candidates.
It is really important to us that the department represents the community we serve, in order for us to provide the best service, utilising a range of backgrounds, experience and skills. We support and value all officers and staff and the unique experiences they bring to the role. We strongly encourage and welcome applications from these valuable underrepresented groups.
If you are from an underrepresented group and want to find out more about the support we can offer, please contact our dedicated team on positiveaction@southyorks.pnn.police.uk
In addition, we will look to support anyone who requires Part Time/Job share working hours.
Documents to Review:
For the Police Staff Recruitment Vetting Handbook - Please Click here
For Application Guidance and Tips - Please Click Here
For the FIT Values of South Yorkshire Police - Please Click Here
View our recruitment video: