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The Bodleian Libraries are seeking to recruit to the new role of Head of Collections Strategy and Management. We are seeking a strategic and effective leader, with the ability to set direction, lead a team and work collaboratively, converting strategy into delivery. The Head of Collections Strategy and Delivery will be responsible for delivering a transformation of Collections Management services across the Bodleian Libraries, in response to evolving user needs and behaviour, emerging formats, the shift to open, and the opportunities from the implementation of Ex Libris’s Alma as a new Library Management System. This is an exciting opportunity for candidates looking to play a leading role in a major research library, who wish to utilise their skills and expertise to deliver transformational change and help shape the future of the Bodleian as it delivers its new strategy. Core to the role will be the strategic leadership and management of the Collections Management department of 110 staff, and operations which range from acquisitions and metadata creation to the off-site Collections Storage Facility of over 10.6 million items, the content in ORA, Oxford’s Open Access repository. Proactive external engagement is critical to the success of the role, including leading Bodleian representation on the Legal Deposit groups. For an informal discussion about the role please contact Amy Warner May, Associate Director, Scholarly Resources, amy.warnermay@bodleian.ox.ac.uk. General queries about the recruitment and application process should be directed to the Recruitment team within our Human Resources department (recruitment@bodleian.ox.ac.uk). This is a permanent, full-time post, working 37.5 hours per week. The role is office based, with the option to work from home up to 2 days a week. As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme. • 38 days annual leave. • A comprehensive range of childcare services. • Cycle loan scheme. • Discounted bus travel and Season Ticket travel loans. Further information can be found here: https://hr.admin.ox.ac.uk/staff- benefits Our staff and students come from all over the world, and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diverse groups and champions, as well as a number of family-friendly policies, such as the right to apply for flexible working and support for staff returning from periods of extended absence, for example shared parental leave. You will be required to upload your CV and a supporting statement as part of your online application. Your supporting statement should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. Only applications received online by 12.00 midday (BST/GMT) on Monday 6 November 2023 can be considered. Interviews are expected to take place on Monday 27 November 2023.
Head of Collections Strategy and Management
Job description and selection criteria Job title Head of Collections Strategy and Management Division Gardens, Libraries and Museums (GLAM) Department Bodleian Libraries Location Osney One Building, Osney Mead, Oxford, OX2 0EW Grade and salary Grade 10: £61,198 - £70,918 (per annum) Hours Full time (37.5 hours per week) Contract type Permanent Reporting to Associate Director, Scholarly Resources Vacancy reference 168123 You are required to submit a CV and a supporting statement with your application, outlining how you meet each of the selection criteria for the role (see the ‘How to Apply’ section for further details). Additional information Please not that if you do not submit both a CV and a supporting statement, we will be unable to consider your application for this role. Please contact the recruitment team if you require the job description in an alternative format. Closing date 12.00 midday GMT/BST Monday 6 November 2023 Job description Overview of the role The Head of Collections Strategy and Management will be responsible for delivering a transformation of Collections Management services across the Bodleian Libraries, in response to evolving user needs and behaviour, emerging formats, the shift to open, changing scholarly communications and the opportunities from the implementation of Ex Libris’s Alma as a new Library Management System. This is an exciting opportunity for candidates looking to play a leading role in a major research library, who wish to utilise their skills and expertise to deliver transformational change, and help shape the future of the Bodleian as it delivers its new strategy. An inspirational and proactive leader, the postholder will be responsible for developing a strong Collections Management SMT, and working with that team, and the broader Collections Management department, to initiate, own and oversee strategic developments and projects in the area of Collections Management across the Bodleian. They will need to work in a proactive partnership with the Bodleian’s Heads of Subject Areas, the Subject Librarians and College libraries to best provide the resources researchers and students need and to deliver an outstanding service to Library users. The Head of Collections Strategy and Management has leadership, management and planning responsibilities for the Bodleian’s library-wide collections management functions, including: • Setting the strategy for Collections Management at the Bodleian Libraries and overseeing collection development and acquisitions. • Overseeing, planning and managing the Library Materials Budget of £13.5 million per year and e-resource acquisitions and licensing for the University of Oxford. Active engagement with sector developments in content, negotiation and licensing. • The content in ORA (Oxford University Research Archive), Oxford’s Open Access repository of publications, data, and theses, and ensuring compliance with the REF Open Access Policy. • Coordination of the Bodleian’s participation in the Legal Deposit programmes, under the direction of Bodley’s Librarian and the Associate Director, Scholarly Resources. Legal Deposit Operations and print and non-print Legal Deposit collections. • The management of retrieval of collections from the Collections Storage Facility (CSF) in Swindon, a high-density store which holds over 10.6 million items. • The provision of high-quality metadata for modern acquisitions, including print and electronic monographs and serials, so they are discoverable in SOLO, Oxford’s online catalogue, and the delivery of bibliographic training for libraries across the collegiate University. The post holder will be a member of the Bodleian’s senior management group, Round Table, and the Scholarly Resources Senior Management Team. They also serve as a representative on key external groups, especially those related to Legal Deposit. As well as leading staff in Collections Management, the Head of Collections Strategy and Management is responsible for leading staff working on Collections Management initiatives across the Bodleian. Page 2 of 10 Responsibilities • Lead Collections Management at the University of Oxford, including associated strategy and policy developments, chairing the Collections Management Strategy Group (CMSG). Work in partnership with the Heads of Subject Area in Academic Library Services, College Librarians, the university community and wider stakeholders to ensure that Collections Management provide the resources and services users need. • Bring together a Senior Management Team and work with them to develop and implement a series of projects to transform how the Bodleian’s collections (both print and digital, excluding Special Collections) are acquired and made accessible in a way that makes best use of resource and infrastructure, in line with the Transforming our Collections strand of the Bodleian’s Strategy, 2022-2027. Implement changes to work processes to maximise the benefits of the Alma Library Management System, which went live in summer 2023. Initiate and chair project and service review groups which lead to service improvements or new services, while being willing to tackle complex issues that prevent success. • Develop the Collections Management department to act as trusted partners and experts, leading on resource acquisition and management, and acting in a responsive and agile manner. Create a common culture of empowerment across Collections Management, where staff are supported and challenged in order to drive continuous improvement, service innovation and delivery of results. Ensure that the Collections Management department of 110 staff is structured, skilled and equipped to best deliver the needs of the University and to support the Bodleian’s Strategy. • Lead on Oxford’s Legal Deposit activities, working in partnership with the other Legal Deposit Libraries, and in close collaboration with Bodley’s Librarian and the Associate Director, Scholarly Resources. • Ensure that the department meet appropriate Service Level Agreements and external objectives, in particular ensuring that content deposited into ORA is compliant with UKRI’s Open Access Policy, to support the University’s submission into REF 2028. • Lead external liaison and negotiation with publishers, engage with and influence national developments and debate, and participate in the work of purchasing consortia including Jisc Collections. • Maintain knowledge of emerging opportunities to support the development of innovative, high quality services. Actively horizon scan, monitor trends and evaluate their potential to enhance the service development in support of University strategy. • The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post. Other duties • Participate in a regular Annual Review. • Undertake any necessary training identified. • Comply with health and safety regulations. • Comply with the policies and procedures set out in the Handbook for University Support Staff/Academic Related Staff. • Any other duties that may be required from time to time commensurate with the grade of the job. Page 3 of 10 The Bodleian Libraries reserve the right to make reasonable amendments to the job description in consultation with the post-holder at any time. Collections Management The Head of Collections Strategy and Management is responsible for the leadership of the Collections Management department, and for setting the strategic direction for collections acquisitions and discovery across the Bodleian’s 27 libraries. Collections Management is a department of over 110 staff based in Oxford and Swindon, Collections Management is responsible for the acquisition, management, and discovery of Bodleian collections (excluding Special Collections). The department currently has specific responsibility for the following areas: • E-Resource acquisitions for the University of Oxford, including the management of Read and Publish deals, licensing, negotiation/contact with suppliers, the payment of APCs (Article Processing Charges) and for the management, monitoring and reporting of the Library Materials Budget. • Legal Deposit Operations and the Bodleian’s acquisition, management, and access of both print and non-print Legal Deposit collections. • ORA (Oxford University Research Archive), Oxford’s Open Access repository of publications, data, and theses, which underpins the University’s REF return. • The Collections Storage Facility (CSF) in Swindon, a specialised high-density store which holds over 10.6 million items from the Libraries’ collections. The collections held at the CSF include books, maps, manuscripts, periodicals, and newspapers. • The provision of high-quality metadata for modern materials acquired by the Bodleian Libraries including print and electronic monographs and serials, and the delivery of bibliographic training for libraries across the collegiate University. • The Packaging and Delivery Services (PADS), a comprehensive box making service, principally serving the Bodleian Libraries and a Book Moves team, which co-ordinates and undertakes book moving activities ranging from small transfers to the Collections Storage Facility in Swindon to large-scale projects. The Bodleian is planning to recruit a consultant to undertake a review of the Collections Management function, to coincide with arrival of the new postholder and the deployment of Ex Libris’s Alma as a new Library Management System, and as part of the implementation of the new Strategy. The Head of Collections Strategy and Management will be actively involved in the review and will be responsible for working with the Associate Director, Scholarly Resources, and senior colleagues, to develop an implementation plan based on the outcomes of the review and overseeing delivery. Page 4 of 10 Selection criteria Essential selection criteria • We think a wide range of different work and educational experiences could support you to be successful in this role. Relevant work experience might include work in a research library or archive holding significant physical and digital collections. • Ability to develop a compelling vision and lead with authenticity and purpose, motivating and engaging staff in a large and complex team. • Successful senior leadership and management experience in a large, complex and diverse library or information environment, including leading, managing and motivating one or more large teams of staff. • Experience of successfully initiating and leading change programmes/projects and leading and supporting others through change, in a complex and challenging service environment. • User focused, with demonstrable experience of responding proactively to user needs. • Ability to work on own initiative and to be comfortable with ambiguity, taking active ownership for service development and delivery and persevering when faced with obstacles, proactively seeking positive outcomes to challenges and opportunities. • Ability to maintain a strategic focus while keeping an operational ownership of teams’ activities and ensuring delivery of key KPIs. • Demonstrable ability to use highly developed influencing and networking skills to build relationships, develop alliances and influence. • Understanding of the current and future challenges facing academic libraries in research-intensive universities. • Financial acumen and strong budget management skills, with experience of successfully managing large budgets, including cost control and the ability to identify and implement efficiencies. • Commitment to improving equality, diversity and inclusion in the workplace and library service. • Ability to develop, lead and complete programmes/projects within scope, timeline and budget, and to manage multiple projects simultaneously. • Excellent knowledge of innovative and sector leading approaches to the development and delivery of academic content and the latest developments in academic publishing. • Relevant educational experiences should include being educated to first degree level and/or professionally accredited library/information/archives qualification. • Evidence of, and commitment to, ongoing personal and professional development. Desirable selection criteria • Knowledge of the latest developments in collections management (including acquisitions, resource description, remote storage) and open access. • Evidence of effective business relationships with suppliers and publishers. • Recognition as a specialist in one of the professional areas relevant to the post. • Significant connections with relevant sector networks and a demonstrable professional profile. Page 5 of 10 Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. Radcliffe Camera in Radcliffe Square We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cuttingedge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation Page 6 of 10 Gardens, Libraries and Museums (GLAM) The Gardens, Libraries and Museums (GLAM) group includes the providers of the major academic services to the divisions, and also departments with responsibilities including, but extending beyond, the immediate teaching and research needs of the University. The collections embodied within these departments are an essential part of the University’s wider nature and mission. They are part of its heritage as the country’s oldest University and now form a resource of national and international importance for teaching, research and cultural life; they also make a major contribution to the University’s outreach and access missions. For more information please visit: https://www.glam.ox.ac.uk/home The Bodleian Libraries The Bodleian Libraries at the University of Oxford is the largest university library system in the United Kingdom. It includes the principal University library – the Bodleian Library – which has been a legal deposit library for 400 years; as well as 27 libraries across Oxford including major research libraries and faculty, department and institute libraries. Together, the Libraries hold more than 13 million printed items, over 80,000 e-journals and outstanding special collections including rare books and manuscripts, classical papyri, maps, music, art and printed ephemera. Members of the public can explore the collections via the Bodleian’s online image portal at digital.bodleian.ox.ac.uk or by visiting the exhibition galleries in the Bodleian’s Weston Library. For more information please visit: http://www.bodleian.ox.ac.uk/ How to apply Applications are made through our e-recruitment system and you will find all the information you need about how to apply on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants). All applications must be received by midday UK time on the closing date stated in the online advertisement. Page 7 of 10 Supporting Statement Please note that if you do not upload a completed supporting statement and a CV, we will be unable to consider your application for this role. The inclusion of the supporting statement and CV is a mandatory step in the online application process. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description in your supporting statement. All applications must be received by 12:00 midday (GMT/BST) on the closing date stated in the online advertisement. References Please give the details of two people who have agreed to provide a reference for you. If you have previously been employed, your referees should be people who have managed you for a considerable period, and at least one of them should be your formal line manager in your most recent job. Otherwise they may be people who have supervised you in a recent college, school, or voluntary experience. It is helpful if you can tell us briefly how each referee knows you (e.g. ‘line manager’, ‘college tutor’). Your referees should not be related to you. Your referees will be asked to comment on your suitability for the post and to provide details of the dates of your employment; and of any disciplinary processes which are still considered ‘live’. We will only take up references at offer stage. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting https://staff.web.ox.ac.uk/recruitment-support-faqs advice is available at: Non-technical questions about this job should be addressed to the recruiting department directly on recruitment@bodleian.ox.ac.uk To return to the online application at any stage, please go to: www.recruit.ox.ac.uk Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Relocation At the moment, the Bodleian Libraries is not offering relocation expenses to this post . Page 8 of 10 Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-policy The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Photographs: Copyright Bodleian Libraries, University of Oxford Page 9 of 10 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staffbenefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/ Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependants. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk Page 10 of 10
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The Bodleian Libraries are seeking to recruit to the new role of Head of Collections Strategy and Management. We are seeking a strategic and effective leader, with the ability to set direction, lead a team and work collaboratively, converting strategy into delivery. The Head of Collections Strategy and Delivery will be responsible for delivering a transformation of Collections Management services across the Bodleian Libraries, in response to evolving user needs and behaviour, emerging formats, the shift to open, and the opportunities from the implementation of Ex Libris’s Alma as a new Library Management System. This is an exciting opportunity for candidates looking to play a leading role in a major research library, who wish to utilise their skills and expertise to deliver transformational change and help shape the future of the Bodleian as it delivers its new strategy. Core to the role will be the strategic leadership and management of the Collections Management department of 110 staff, and operations which range from acquisitions and metadata creation to the off-site Collections Storage Facility of over 10.6 million items, the content in ORA, Oxford’s Open Access repository. Proactive external engagement is critical to the success of the role, including leading Bodleian representation on the Legal Deposit groups. For an informal discussion about the role please contact Amy Warner May, Associate Director, Scholarly Resources, amy.warnermay@bodleian.ox.ac.uk. General queries about the recruitment and application process should be directed to the Recruitment team within our Human Resources department (recruitment@bodleian.ox.ac.uk). This is a permanent, full-time post, working 37.5 hours per week. The role is office based, with the option to work from home up to 2 days a week. As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme. • 38 days annual leave. • A comprehensive range of childcare services. • Cycle loan scheme. • Discounted bus travel and Season Ticket travel loans. Further information can be found here: https://hr.admin.ox.ac.uk/staff-benefits Our staff and students come from all over the world, and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diverse groups and champions, as well as a number of family-friendly policies, such as the right to apply for flexible working and support for staff returning from periods of extended absence, for example shared parental leave. You will be required to upload your CV and a supporting statement as part of your online application. Your supporting statement should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. Only applications received online by 12.00 midday (BST/GMT) on Monday 6 November 2023 can be considered. Interviews are expected to take place on Monday 27 November 2023.
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