This is a Fixed Term Contract, Part Time vacancy that will close in {x} days at {xx:xx} BST.
The Role
The National Art Library at the V&A is one of the world’s foremost art research and reference libraries, open to everyone. Its special collections include numerous examples of the art and design of the book, and unique archival sources for art history. It plays a consultative role for all the V&A’s working and collection libraries, and is preparing to deliver access to some collections at V&A East Storehouse from 2025.
A part-time Assistant Librarian with experience of MARC cataloguing is sought for one or two days per week (0.2 or 0.4 FTE) for one year, to cover flexible working in the team. If 0.2, the post-holder will be working in the Collections and Content team, primarily on processing and cataloguing new acquisitions; if 0.4, they will in addition contribute directly to providing library services to users. Please indicate which option you are applying for within your application form.
The V&A
The V&A is the world’s leading museum of art and design, housing a permanent collection of over 2.8 million objects, books and archives that span over 5,000 years of human creativity. The museum holds many of the UK's national collections and houses some of the greatest resources for the study of architecture, furniture, fashion, textiles, photography, sculpture, painting, jewellery, glass, ceramics, book arts, Asian art and design, theatre and performance.
Our mission is to be recognised as the world's leading museum of art, design and performance, and to enrich people's lives by promoting research, knowledge and enjoyment of the designed world to the widest possible audience. We strive to make the V&A matter to more people and in that context we work to the following six strategic objectives:
To create a world class visitor and learning experience across all V&A sites and collections.
Focus and deepen the relevance of our collections to the UK creative and knowledge economy.
Expand the V&A's international reach, reputation and impact.
To operate with financial and organisational initiative and efficiency.
Showcase the best of digital design and deliver an outstanding digital experience.
Diversify and increase private and commercial funding sources.
At the V&A, we are committed to equality, diversity and inclusion (EDI) for all and strive to go above and beyond public duty placed upon us by the Equality Act 2010. As such, we are delighted to share that we are a Disability Confident Employer Level 2. The V&A makes the following commitments to all applications:
The Guaranteed Interview Scheme – Interviewing applicants with a disability who successfully evidence the essential criteria on a person specification and consider them on their abilities;
Providing an inclusive and accessible recruitment process.
Making reasonable adjustments during the recruitment process so disabled job applicants have the best opportunity to demonstrate that they can do the job.
Supporting employees and adjustments during employment.
Job Descriptions are currently uploaded as PDF's, if for any reason you require the documents in Word Format, please email Contactpeopleteam@vam.ac.uk with your request.
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Privacy Policy
Privacy notice – applicants for roles at the V&A
Introduction
This privacy notice explains how and why the V&A collects and uses personal data when you apply for a role with us, and the rights you have in relation to the data held by the V&A. It applies to applicants for both paid and volunteering roles at the V&A, and covers the processing of personal data up to the point that successful candidates complete the 'onboarding' process to join the V&A.
The V&A and V&A Enterprises Ltd (jointly 'V&A', 'we', 'us', 'our) are the data controllers of your personal data. We are committed to ensuring that the personal data we process is handled in accordance with data protection legislation.
If you have any questions about this privacy notice, please contact the V&A’s Data Protection Manager at privacy@vam.ac.uk.
What personal data do we process?
The V&A may process the following types of personal data.
As part of the registration stage
Name and title
Contact details (email, phone number, address)
CV (where applicable)
Answers to questions around your recruitment preferences
Any other information you wish to provide to build up your candidate account
As part of the application stage
Date of birth/age
Right to Work status
Education history (including secondary and higher education institutions, dates, subjects, grades, degree type, whether qualification is attained or expected)
Employment history (employers, dates, job title, job description and achievements, reason for leaving, explanation of significant gaps)
Gender
Nationality
Marital status
Image (CCTV images if attending the V&A for interview)
Answers to application questions
Any other information you wish to provide in support of your application
References
Special category data
The V&A also processes data that is classed as more sensitive and merits additional protection under the law:
Ethnic origin
Religion or belief
Sexual orientation
Disability status and reasonable adjustments/access requirements (if applicable)
As part of the onboarding process/offer stage
If you are successful in the recruitment process, we will then request, as part of our onboarding process:
National Insurance (NI) number
Details of your right to work in the UK and immigration status (may include passport, visa, birth certificate)
Bank account details
Next of kin/Emergency contacts (please ensure you notify them that you are providing their details to the V&A for this purpose)
References from your referees (dates of employment, salary, suitability for the role)
Special category data and criminal convictions or offences
Health (e.g. medical conditions and disabilities, Occupational Health records, access requirements)
Information relating to criminal convictions or offences
How do we collect your personal data?
Provided by you as part of the recruitment process (e.g. via application form, cover letter, CV, interviews and other assessments)
From third parties during the application process
employment/recruitment agencies (if applicable)
From third parties once an offer has been made - Referees
Our security clearance provider, uCheck, and the Disclosure and Barring Service - Our occupational health service provider
How do we use your personal data?
The V&A uses the personal data described above for:
Managing the recruitment process
Communicating with applicants
Assessing your suitability for the role
Making reasonable adjustments for disabled applicants
Making decisions about salary
Carrying out pre-employment checks such as security vetting and checking eligibility to work in the UK
Monitoring equal opportunities and other statistical analysis
Onboarding successful candidates
We will not use your data for any purpose other than the recruitment process of which you are a part, and statistical analysis.
We use automated screening tools as part of the application process. Your application will be automatically declined if you do not have the right to work in the UK, or if you currently work for the V&A and have not yet passed your probationary period. This technology is used to help us manage the high volume of applications we receive and we can assure applicants the same outcome would occur if we manually reviewed your application. The particular reason for the decline will be made available to you in your candidate account. If you have any questions or concerns, you can email contactpeopleteam@vam.ac.uk.
Lawful bases for processing personal data
The V&A relies on the following lawful bases, as outlined in the UK GDPR, for the processing of your personal data:
To take steps at your request prior to entering into a contract with you and, if your application is successful, to enter into a contract with you
Compliance with legal obligation (e.g. checking your right to work in the UK before employment starts, checking references for Known Consignor roles, determining reasonable adjustments for candidates with a disability, equal opportunities monitoring)
Legitimate interests (e.g. to manage the recruitment process, to assess a candidate’s suitability, defence against legal claims)
Consent (if you sign up for job alerts or agree to be added to the searchable database of candidates)
When we process special category data we rely on additional conditions:
Necessary to carry out obligations and exercise rights (yours and ours) relating to your recruitment
Necessary for reasons of substantial public interest (e.g. equality of opportunity or treatment, or preventing or detecting unlawful acts)
Necessary for the establishment, exercise or defence of legal claims
We are relying on the exception in UK GDPR Article 22(2)(a) – necessary for entering into a contract with the data subject – for automated decision-making in the application process.
Data sharing
Our recruitment software is provided by IRIS Software Group Ltd. Your personal data may be shared internally in the People and Change team and with other V&A staff involved in the recruitment and interview process.
If you are applying for a role at V&A Wedgwood, your personal data may be shared with Fiskars, the owners of the World of Wedgwood site.
If your application is successful, we may also share your personal data with:
Our security clearance provider, uCheck, and the Disclosure and Barring Service for security vetting
Our Occupational Health provider to help assess your fitness to work
Your former employers to obtain references
Our payroll provider and, via them, HMRC to set you up on our payroll system
Our pensions providers to set up your workplace pension
Our HR system supplier (access for support purposes only)
If you are offered the role and need a visa for your right to work in the UK, we will also process personal data via the Home Office's UK Visas and Immigration (UKVI) system. You can find information on how the Home Office manages your data in the UKVI privacy notice.
When we engage third parties to process personal data on our behalf (such as IRIS Software Group Ltd), they do so on our written instructions as part of a contract, they are subject to a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of your data.
Due to legal obligation or for our legitimate interests, we may share your personal data with other third parties such as auditors, legal advisors, insurers and law enforcement agencies.
Data security and retention
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, accessed or used in an unauthorised way, altered or disclosed. We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.
We regularly review and update our personal data breach management procedure. In the event of any suspected personal data breach, we will notify the Information Commissioner's Office and the individuals affected as required.
International data transfers
In limited circumstances we may transfer personal data outside the UK or the European Economic Area, for example to an IT or other service provider, or to a referee from overseas. When it is necessary to make such a transfer, we will take steps to ensure that adequate protection is provided as required under data protection legislation.
Data retention
We aim to keep personal data only for as long as is necessary to fulfil the purposes for which the data was collected, including any legal or reporting requirements.
If your application is successful, your data will be retained by the V&A and transferred to the systems we use for staff administration. We have a separate privacy notice for staff, which will be provided to you.
Your candidate account will automatically be deactivated after 12 months of inactivity; after deactivation your data is automatically deleted. You will be notified before this happens, in case you wish to retain your account.
All applications within the recruitment software are automatically deleted 12 months after the vacancy has closed.
Data submitted via MS Forms for the Zero Hours Workers engagement process will be deleted three months after you have been onboarded.
Managing your own data
Once you have registered an account, you can access your personal profile at any time, using your secure log in. You can:
correct, update or withdraw your details
amend the frequency of or unsubscribe from job alerts
use the Download Data feature to generate an XML file of the current data in the system relating to you, which you have provided and/or to which you have access
deactivate your account, which will mean all the data is deleted from the system
Your data protection rights
You have a number of legal rights in relation to your personal data. You have the right to:
request access to the personal data that we hold about you (a 'Subject Access Request') (note you can use the Download Data feature)
request correction of your personal data (note you can make corrections via your candidate account)
request erasure of your personal data (note you can deactivate your account which will delete the data)
object to processing of your personal data
request restriction of processing of your personal data
obtain personal data that you provided to us and request that we transfer this data to another organisation
Please note these rights don’t apply in all circumstances. More information can be found at the ICO'sYourData Matterspage.
You are under no obligation to provide personal data to the V&A during the recruitment process. However, if you do not provide information when requested, the V&A may not be able to process your application.
Contacts
Data Protection requests and enquiries
Please email the Data Protection Manager at privacy@vam.ac.uk with any data protection requests or enquiries, including requests to exercise your data protection rights.
Data Protection Officer
The V&A has appointed an independent Data Protection Officer (dpo@vam.ac.uk). The DPO is available to advise and assist members of V&A staff in the exercise of their rights, for example by escalating an existing data protection request. The DPO of the V&A is Trilateral Research.
Complaints
If you have concerns about how the V&A is handling your data, you have the right to make a complaint at any time to the Information Commissioner's Office (ICO). However, the ICO expects you to try to resolve issues with the data controller (i.e. the V&A) before approaching them, so please first contact privacy@vam.ac.uk or dpo@vam.ac.uk to explain your concerns.
Changes to this privacy notice
This privacy notice was last updated on 25 September 2023 (v1.4).
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