THE ROYAL HOUSEHOLD

JOB DESCRIPTION

JOB TITLE Office and Facilities Manager (Windsor)

DEPARTMENT Royal Collection Trust
SECTION Royal Library & Royal Archives
REPORTING TO The Librarian and Assistant Keeper of the Royal Archives
LOCATION Royal Library, Windsor Castle
Job Context
Job Context
Royal Collection Trust is a department of the Royal Household and the only one that
undertakes its activities without recourse to public funds. It incorporates a charity regulated
by the Charity Commission and the Office of the Scottish Charity Regulator, The Royal
Collection Trust, and its subsidiary trading company, Royal Collection Enterprises Limited.
Royal Collection Trust is charged with the care and preservation of the Royal Collection and
its presentation to the public. The Royal Collection is one of the largest and most important
art collections in the world. It comprises almost all aspects of the fine and decorative arts,
runs to more than a million objects and is spread among some thirteen royal residences and
former residences across the UK. At The Queen’s Galleries in London and Edinburgh and in
the Drawings Gallery at Windsor Castle aspects of the Collection are displayed in a
programme of temporary exhibitions. Many works from the Collection are on long-term
loan to institutions throughout the UK, and short-term loans are regularly made to
exhibitions around the world as part of a commitment to broaden public access and to show
parts of the Collection in new contexts. The works of art in the Royal Collection are held by
The Queen in trust for her successors and the nation.
Royal Collection Trust is responsible for the management and financial administration of the
public opening of Buckingham Palace (including The Queen’s Gallery, the Royal Mews and
Clarence House), Windsor Castle (including Frogmore House) and the Palace of
Holyroodhouse (including The Queen’s Gallery). The monies generated from admissions,
and from associated commercial activities are invested in the care and conservation of the
Royal Collection and the promotion of access and enjoyment through exhibitions,
publications, loans and educational activities.

The Royal Library is one of the curatorial sections of Royal Collection Trust with responsibility
for the conservation, presentation and interpretation of approximately 18525,000 books and
manuscripts within the Royal Collection. Most of these are housed in the Royal Library at
Windsor Castle, but Clarence House, Sandringham House, Balmoral Castle, and the Palace of
Holyroodhouse also have libraries, and working libraries are attached to the several curatorial
sections. The Librarian is also responsible for approximately 43,5000 coins and medals, in
addition to bank-notes, seals, insignia and other material.

This document is not contractual and may be subject to change following consultation with the post-holder
Based in the Round Tower at Windsor Castle, the Royal Archives is the repository of the
official and personal archives of the Sovereign and of Members of the Royal Family over a
period spanning almost 250 years. The Private Secretary to The Queen is the Keeper of the
Royal Archives and is responsible to The Queen for the papers held and for access to them. It
is the task of the Archives to collect and preserve these records; to provide information from,
or advice on, them to enquirers.

Reporting and Working Relationships

Reporting to The Librarian and Assistant Keeper of the Royal Archives, the post-holder works in
close conjunction with Archivists, Curators and Conservators in the Royal Library & Archives section,
and with other curatorial and conservation staff based in the Royal Library and Round Tower and
suites.
Internally the post-holder has frequent contact with all departments of the Royal Household. The
post-holder will have occasional contact with members of the Royal Family and VIPs. As Office and
Facilities Manager, the post-holder has contact with external suppliers and contractors.

Surveyor of
The Queen’s
Pictures

The Librarian and

Head of Prints Senior Curator
Assistant Keeper of
& Drawings of Photographs
the Royal Archives

PA to The Librarian
Head of Senior Curator
and Assistant Keeper
Paper Conservation of Prints & Drawings
of the Royal Archives

Head Book Office and

Curator of
Conservator- Bibliographer Facilities Senior Archivist
Books & Manuscripts Restorer Manager

Administrative
Assistant

Volunteer

Job Purpose
To co-ordinate the effective running of the Royal Library suite, Round Tower and California Stores, to
ensure the maintenance of a safe clean, well-presented, compliant and efficient working environment
for all staff in these areas.

To provide a central administrative support and advisory service to all sections to ensure the smooth
running of their administrative functions, and maximise the best uses of all shared resources.

Job Dimensions
The post-holder has duties in relation to supporting The Librarian and Assistant Keeper in the
management of the Central budget and has spending authority up to £2,500.

The post-holder manages one employee and oversees the work of volunteers within the Library.

This document is not contractual and may be subject to change following consultation with the post-holder
Principal Accountabilities
Office Management

To ensure there is sufficient reception and telephone cover to welcome visitors and accept deliveries
into the Royal Library and Archive in line with agreed security, admission and ticketing procedures,

To oversee the co-ordination of internal meetings and external meetings booking rooms, arranging
refreshments and IT requirements where required.

Ensures that shared equipment and IT systems and equipment are fully operational at all times,
arranging servicing, repairs and replenishment of consumables. Maintains a Register of Equipment and
organises annual Statutory Testing of Ladders/Access Plant and Portable Electrical Appliances.
Arranges proper disposal of unserviceable items.

Orders goods and services on behalf of Royal Library and Royal Archives sections, in accordance with
procurement guidelines, limits of financial authority and agreed budgets.
As Departmental Security Co-ordinator, ensures that all security procedures are relevant, up to date
and complied with. Maintains a register of keys issued, and liaises with Police and Security Liaison
regarding testing and maintenance of alarms, and alarm activations.

Facilities Management

Liaises with Property Section, C Branch and residents over the planning and delivery of scheduled and
essential maintenance and redecorations. Maintains a log of all faults reported and ensures correct
cross charging for works carried out.

Acts as departmental co-ordinator for all major works projects carried out in these areas, ensuring
that health & safety & security requirements are complied with by contractors and that there are
adequate escorts/supervisors available.

Liaises with Housekeeping, Conservation and external contractors regarding regular cleaning of all
areas of the Library, both communal and conservation level cleaning of Upper Library and secure
areas/offices.

Managing the pool car, ensuring value for money, safety, maintenance and compliance, including
parking, congestion charges, and the list of approved drivers.

As Departmental Safety Officer, works with section managers to ensure that risk assessments, health
& safety training are regularly conducted, accident reports are properly recorded and notified,
sufficient first aid provisions are in place, and that appropriate records are maintained. Carries out
DSE assessments for all areas, and acts as primary Fire Marshal for the Royal Library areas (and works
in liaison with the Fire Marshal for the Round Tower)

Administrative Support Services

Provides a knowledgeable and efficient central information and liaison service between Royal Library
sections and the Royal Household, circulating and gathering information and producing
reports/returns as required on HR, Finance, Security Liaison, Information Assurance, Health & Safety
and IT matters.

Assists Royal Library and Royal Archives managers and staff in the application of RHH administrative
policies and procedures, including Records Managements, Open Accounts, I-Trent, EVA, providing
systems and induction training as required. Establishes and maintains confidential manual and
computerised records in respect of staff, volunteers and contractors (including security clearance).

This document is not contractual and may be subject to change following consultation with the post-holder
Collates and keeps up to date section budgets in order that managers can monitor performance
against budget through the year; liaises with sections to gather and compile the budget bids for
approval of The Librarian.

Advises on best practice for paper and computer based filing & records systems, and provides support
to sections on Records Management/archiving of files.

Provides administrative assistance in relation to recruitment and induction, maintenance of staff lists
and directories, completion of relevant paperwork, liaising with other departments including HR as
required.

Acts as Data Protection Officer and Records Management Supervisor

Decision-making Responsibilities
Reporting to The Librarian and Assistant Keeper of the Royal Archives, and referring as necessary to
colleagues, the post-holder is required to resolve most of the day to day issues that arise, and has
independence in delivering day-to-day operational processes. More complex or sensitive issues would
be referred to the manager.

Practical Requirements
Working 37.5 hours a week, Monday to Friday the post-holder is principally based at Windsor Castle;
Due to the nature of the role flexibility may be required; The post-holder will occasionally be required
to work from other locations and occasional evenings and weekends.

Person Specification (Skills, Experience & Competencies)

Essential
 Substantial office management and administrative experience, including managing and controlling
budgets and financial procedures
 Advanced IT skills with a thorough knowledge of Microsoft Office applications
 Efficient and well organised, with the ability to multi-task, work under pressure and manage and
prioritise a varied workload
 Possess unerring attention to detail
 Excellent verbal and written communication skills
 Ability to communicate confidently with a wide range of individuals and organisations
 Shows initiative, particularly when dealing with queries and the unexpected, and be able to
anticipate the needs of the department/business
 Full UK driving licence

Desirable
 Degree level education.
 Knowledge and interest in British and European history and art.
 Experience of computerised purchasing procedures and inventory systems.

This document is not contractual and may be subject to change following consultation with the post-holder