Admin, Finance & IT

Full-time and Fixed Term (to 31 March 2027)
Hybrid / flexible working

About the role

How do you make a world-class art collection easier to discover, share and use?

Do you have experience using a Digital Asset Management system with excellent data management skills? Do you have a strong eye for detail and a good understanding of copyright, image permissions, and GDPR? If you’re interested in helping one of the UK’s leading art collections make the most of its digital assets, we’d love to hear from you.

As our Digital Asset Management Assistant, you’ll be instrumental in managing and improving the data and processes behind our collection of images, videos, and other digital assets. You’ll make sure our digital assets are meticulously organised, accurately described and easily accessible, while helping to develop the systems and processes that enable them to be used and shared effectively. This is a hands-on role where accuracy really matters, and where your work will help improve the quality, consistency, and accessibility of our digital collections.

You’ll need to be confident working with Digital Asset Management and Collections Management systems, managing and processing data, and working carefully with metadata. You’ll also bring a practical understanding of copyright, and images permissions, with the ability to research rights, identify potential issues and support copyright clearance.

You’ll work closely with colleagues across the National Galleries of Scotland, including project teams and collections colleagues, so strong communication and organisational skills are just as important as your technical knowledge. You’ll be comfortable managing competing priorities, working independently when needed and contributing collaboratively to shared projects.

If you enjoy bringing order to complex information, solving problems and finding ways to improve how things work, this is an opportunity to use your digital asset management, data and copyright skills in a cultural heritage environment – helping more people connect with Scotland’s national collection.

Please apply through our website.

The closing date for completed applications is 12 noon on Monday, 12 October 2026.

JOB PURPOSE
As part of the Information Governance Programme and in support of the Trust’s aim to improve its Records Management and Information Governance Processes, the Lead SharePoint Developer is responsible for collaborating with teams to design the SharePoint environment in line with the Trust’s Information Governance Policy and associated procedures. The Lead SharePoint Developer will provide support, training and documentation to NTS colleagues, troubleshoot issues and collaborate with the wider Information Governance Programme team in the introduction of best practice when managing and sharing Trust Data.
The post holder is responsible for advising colleagues in the use of best practice data management controls including naming conventions, retention schedules, and version control, and deploying these in the SharePoint environment. This role will ensure the platform effectively supports the collaboration and content management needs of teams working to protect the Trust’s heritage. With the wider Data Protection team, the post holder will work closely with the Infrastructure team to deliver intuitive, well-governed SharePoint sites that enhance knowledge sharing across the Trust, in support of the Trust’s vision and strategy.
The role requires a blend of technical expertise, communication skills and an understanding of data protection and security requirements, ensuring the platform functions effectively for users across the organisation.
This fixed term post offers an exciting opportunity to work with teams across the Trust, delivering in person training to colleagues, leading to skills development in the use of SharePoint so that colleagues can take responsibility for their own sites once established.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES
• Lead the planning of file migration from network drives to the Trust’s SharePoint environment, with particular focus on records management best practice for digital records.
• Analyse reports on teams’ current storage environments (size, duplications, data quality, access) .
• Collaborate with business teams on a 1:1 basis to gather requirements and design SharePoint solutions tailored to project, departmental or organisational needs.
• Implement and maintain data governance controls in line with internal data protection standards and industry best practice.
• Review existing SharePoint sites and Teams channels with a view to removing them if they are no longer required or restructuring them in line with best practice.
• Develop and implement successful retention policies and labels, using Microsoft Purview, in collaboration with the Data Protection team.
• Support and train staff in using SharePoint effectively, including supporting the development of user guides and delivering workshops.
• Support teams in their preparation for content migration and develop/suggest structural improvements, in line with records management and data protection best practice, to ensure compliance and ease of use.
• Work closely with the IG Programme team to ensure user understanding across Teams, OneDrive and other services.
• Work with the Infrastructure team to ensure the relevant security policies are applied to sites and teams.
• Monitor user experience and support the Infrastructure team in troubleshooting issues where necessary.
• Liaise with the Internal Comms team if information is to be saved to the intranet rather than a private SharePoint site.
• Stay current with new SharePoint features and recommend relevant updates to ensure continuous improvement.