Trainee (Records Management)

Job title:

Trainee (Records Management)

Company:

European Medicines Agency

Job description

Selection procedure reference: EMA/TR/10905Deadline for applications: 6 May 2025 23:59 CETThe European Medicines Agency (EMA) is a decentralised agency of the European Union (EU), located in Amsterdam. It began operating in 1995. It is responsible for the scientific evaluation, supervision and safety monitoring of medicines in the EU.This traineeship opportunity is now open for applications until 6 May 2025 23:59 CET, with an intake on 1 October 2025.About the traineeship programmeThe Agency is looking for motivated, qualified recent graduates or students on an Erasmus+ or other programme or PhD students or Master’s students (who posses a previous degree), who are interested in gaining experience and contribute to the Agency’s work for every patient in Europe. The purpose of a traineeship at the Agency is to perform tasks that are predominantly in the interest of the trainee’s training and principally serve to increase the trainee’s knowledge and to gain relevant experience.Placement descriptionWe are looking for a trainee in the Information Management Division.Specific objectives and projectsUnder the supervision of the Records Manager, the Trainee will contribute to the following activities:1. Supporting the adoption of the new Records Management system by getting involved in the development of communications and training materials, ensuring the consistent application of Records Management principles across the Agency.
In this context, the trainee will be involved in the following activities:
a) scheduling and coordination of meetings, particularly for the Records Management Coordinators network, to facilitate discussions and gather input for drafting and updating Records Management and archiving documentation. These materials will be made available on the Records Management microsite on the Agency’s intranet.
b) redesigning and content structuring of the Records Management microsite to enhance clarity, usability, and relevance.
c) reviewing, updating, and organising existing Records Management guidelines, procedures, and resources, ensuring their accessibility and alignment with best practices.
d) Collaborate with key stakeholders to gather input and validate the accuracy of published content.2. Managing the functional mailbox by responding to internal and external requests related to Records Management.3. Providing support to I-CIO on additional tasks, if required.Learning outcomesFrom this experience the trainee will gain:A. Project outputs & learning outcomes

• experience in developing and updating EMA’s RM documents.
• insights into the handling of information in the EDRMS and electronic repositories used at EMA.
• strategies for raising awareness amongst staff of RM and Archives policy and procedures.

B. Technical / Soft skills to be acquired

• ability to work effectively in a multicultural EU environment
• ability to work in a small team (2 people) but also with colleagues from diverse areas and background, and independently in his/her area of responsibility
• very good knowledge of RM principles
• very good organisational and communication skills
• flexibility and ability to communicate with different counterparts (EU agencies and internal colleagues) in both written and verbal form
• report preparation and writing skills
• time management and prioritisation skills
• experience in drafting policies, procedures, email to different stakeholders and other kind of documents
• experience in organising (internal) meetings and events.

Eligibility criteriaTo be eligible for consideration for this placement, you are required to: * enjoy full rights as a citizen of a European Union Member State or Iceland, Lichtenstein and Norway;

• possess a university degree in Library and Information Sciences, History, Communication, Information Management or Archives related studies (minimum of three years or more) that must have been obtained between 6 May 2024 and 6 May 2025 or be a university student on an Erasmus + or a similar programme or a PhD student or a Master’s student with a previous fully finished degree in the areas mentioned before.
• a thorough knowledge of English (at least level C1) and good knowledge of other official EU language (at least B2) of the

For criteria 1 and 2, you will be required to provide proof in the application form and at the interview stage. Failing to present these documents may result in the disqualification from the procedure.Additional skillsIf the first degree is not in any of the above-mentioned fields, a postgraduate diploma, master’s or higher degree – or enrolment in such postgraduate studies – in any of these subjects.In addition, the ideal candidate will have:

• IT literacy, particularly in MS Office applications (Word, Excel, PowerPoint and Outlook)
• ability to work with VTC tools (Teams, WebEx, Zoom);
• familiarity with concepts, principles and practices of information, document, electronic records and archives management.

Desirable: The following will be considered an advantage:

• familiarity with an international environment
• working knowledge of Microsoft Office suite, in particular Office 365, including SharePoint
• knowledge of the Archival Standards, including the ISAD(G) standard and ISO 15489
• knowledge of Electronic Records Management Systems (ERMS)
• good writing skills and experience in preparing various types of communications, notes, presentations and emails.

Behavioural CompetenciesYou will demonstrate the following behavioural competencies:

• Communication skills
• Interpersonal skills
• Working with others
• Adaptability
• Research and analytical skills
• Learning and development

Expected selection timelinesDeadline for applications 6 May 2025 23:59 CET
Assessments (remote) From end of June 2025 to mid-July 2025
Decision and offers By end of July 2025
Placement start 1 October 2025Conditions of traineeshipThe traineeship is offered for 10 months (1 October 2025 – 31 July 2026) and takes place at the Agency’s premises in Amsterdam with possibility for teleworking up to 40% of working time from The Netherlands and occasional teleworking from outside The Netherlands. Traineeships are offered for either full-time or part-time (80% or 50%) if combined with university studies.The Agency pays a monthly stipend of €1,942.19 for a full-time traineeship (reduced accordingly for 80% or 50%) and a travel contribution upon joining the Agency.Each trainee will have a mentor at the Agency who will guide the trainee through the programme.The conditions of employment are stated in the Executive Decision on rules governing the traineeship programme at the EMA available .Domenico Scarlattilaan 6 – 1083 HS Amsterdam – The NetherlandsTelephone +31 (0)88 781 6000 – Email© European Medicines Agency, 2024. Reproduction is authorised provided the source is acknowledged.Join us to work for every patient in Europe!Who we are?Serving a population of 500 million citizens, we promote and protect public animal health in EU Member States, as well as the countries of the European Economic Area, by ensuring that all medicines available on the EU market are safe, effective and of high quality.What do we offer?

• Meaningful work contributing to protecting the health of every individual and animal in Europe within multinational, multidisciplinary team
• Development opportunities (e.g. internal mobility, mentoring, peer coaching, career reflection programme, etc.)
• Work-life balance (flexible working arrangements, teleworking, generous annual leave plus official holidays)

Benefits(applicable only to Temporary and Contract vacancies)

• Initial 5 year contract with competitive monthly tax-free salary and household & children’s allowances (where applicable)
• Privileges for expatriate staff including expatriation and education allowances (where appropriate) and additional home leave
• Relocation assistance
• Excellent health insurance scheme and social benefits
• Retirement Pension Plan

Read more aboutUseful links:

Expected salary

€1942.19 per month

Location

Amsterdam, Noord-Holland

Job date

Wed, 19 Mar 2025 07:27:50 GMT

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