Collections Database Officer

About the role
Do you like problem solving, helping others understand systems and technology, and being at the forefront of collection information management?

About your team
The Collections Database team is a small and dedicated part of the Technology department, providing collections management solutions to Tate staff. Part of our offer is our collections management system; The Museums System (TMS). The two person, TMS team provide support, training, and project management services to the 400+ TMS and iBase users across the 4 Tate Galleries and at Tate Store. TMS is used in many areas of the gallery’s activity including but not limited to exhibitions and displays, acquisitions, location control, and conservation. iBase is Tate’s Digital Asset Manager and is used to store and process collection and non collection photography. We, therefore, work across Tate providing a vital source of support to TMS and iBase users.

We are committed to supporting the publication of collection information online which is a key part of Tate’s vision for our audiences. We are also boldly looking to expand the use of TMS and iBase in gallery activities, replacing outdated and inefficient processes with easy to navigate workflows which connect users across the organisation.

What you will gain
Through this role you will gain a comprehensive understanding of the systems and processes which underpin our gallery’s world leading exhibitions and displays. The role will give you the technical skills to manage collection data using core principles and tools which can be applied to all art and heritage collections.

What you will do
• Be a key point of contact for TMS and iBase users, providing and delivering a comprehensive service of support, through regular contact with them, including site visits and ‘floor walks’.
• Develop and provide frequent TMS and iBase training, both introductory and advanced, for existing and new users of the systems.
• Preserve and maintain the quality and consistency of Tate’s collection by carrying out changes to catalogued objects in TMS, capturing, correcting and enhancing object data, taking responsibility for the accuracy of the catalogue from acquisition onwards.
• Identify inconsistent and incomplete data and undertake small data-entry projects as required, to retrospectively clean and re-structure data and to record additional data.

• Carry out regular data monitoring, as defined by TMS and iBase data standards, reporting on and resolving data standards issues. Work with users to correct errors.
• Contribute to the ongoing development of a data monitoring programme as TMS and iBase are enhanced to support new business processes.
• As agreed with the Collection Systems Manager, plan and implement new data standards.
• Create and maintain TMS user documentation ensuring it is accurate, accessible and up to date.
• Assist in the testing of new versions and upgrades to the system.
• Ensure all TMS and iBase support calls are logged and provide reports and analysis of calls as required.

What you will bring to the team
• Effective communication skills, open to questions and requests for service improvements.
• Ability to support both technical and non-technical TMS and iBase users in understanding how to maximise use of the databases.
• Ability to develop, provide and tailor training to groups and individuals and to encourage and advocate use of the system.
• Experience of documentation practice, ideally supporting core museum functions through the management of information.
• Experience of updating and monitoring the accuracy of data in accordance with agreed data standards, with attention to detail
• Excellent IT skills, including experience of using large scale database applications, PC database and spreadsheet packages.
• Self-motivated, a self-starter, with the ability to problem solve, and able to work under pressure without close supervision.
• Ability to work collaboratively within a diverse team and treat all colleagues with dignity and respect.
• Interest and commitment to the work of Tate.

Museum Website: https://careers.tate.org.uk/members/modules/job/detail.php?record=391