Archive and Records Management Trainee

EMBL is Europe’s life sciences laboratory, enabling and advancing discovery to understand life. An intergovernmental organisation supported by 29 member states, EMBL operates across sites in France, Germany, Italy, Spain and the United Kingdom.

We are seeking a motivated and organized intern to assist with the classification, sorting, transfer, and disposal of our paper archives. This hands-on role will contribute to freeing up our archive room for more efficient use, while ensuring that important documents are properly cataloged and preserved according to best practices.

This internship offers a unique opportunity to gain practical experience in records management, document classification/appraisal, and workspace optimization within a dynamic environment.

Your Role

• Classify and sort paper archives (administrative, scientific, or institutional) according to established criteria (e.g., date, department, relevance).
• Review and dispose of documents in compliance with company policies, legal requirements, and data protection standards.
• Review and enhance the catalog and label archives for easy retrieval and future reference, using simple tools (e.g., spreadsheets, labels).
• Assist in reorganizing the archive room to improve accessibility and maximize space.
• Handle sensitive or confidential materials with integrity and discretion.
• Coordinate with the Archive and Records Management Department regarding the transfer of high-value material to Headquarters (Heidelberg, Germany).

You Have

• Strong attention to detail and ability to follow instructions carefully.
• Basic organizational and time management skills.
• Ability to work independently and as part of a team.
• Physical ability to handle boxes, files, and move materials (lifting, sorting, organizing).
• Fluency in French & English (written and spoken).
• Basic proficiency with office tools (e.g., Excel, Google Sheets) for cataloging purposes.

You May Also Have

• Previous experience in administrative tasks, records management, or archiving (even in an academic or personal project).
• Familiarity with scanning or digitizing documents.
• Interest in information management, compliance, or data protection.
• Knowledge of best practices in records management (a plus, but not required).

Why join us

Do something meaningful
By choosing a Trainee/Internship at EMBL/EMBO, you can apply your talent and passion to accelerate science and tackle some of humankind's greatest challenges. Please watch the video below to learn more about EMBL and how our work makes a difference. Whatever your role, you will be contributing towards these challenges.

Campus life & benefits:

• Flexible working arrangements - including hybrid working patterns 

• Free shuttle bus to and from work (Hinxton & Heidelberg)

• On-site library

• Subsidised on-site cafeteria(s)

• Casual dress code

• Extensive sports and social club activities (on campus and remotely)

• Family benefits: On-site nursery on campus

• Accident at work insurance
   

What else you need to know

• Diversity and inclusion: At EMBL/EMBO, we believe that diverse teams drive innovation and scientific excellence. We encourage applications from candidates of all genders, identities, nationalities and/or any other diverse backgrounds.

• How to apply: To apply please submit a cover letter and a CV through our online system. Applications will close at 23:59 CET on the date shown below. We aim to provide a response within two weeks after the closing date.

Closing Date