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Job description and selection criteria Job title Library Assistant Division Gardens, Libraries and Museums (GLAM) Department Bodleian Libraries Location Philosophy and Theology Faculties Library, Radcliffe Humanities Woodstock Road, Oxford OX2 6GG Grade and salary Grade 3: £23,706 - £25,138 per annum Hours Full-time (36.5 hours) including one weekly evening shift and 2 Saturdays per term, term-time only Contract type Fixed term until 31 July 2025 Reporting to Acting Librarian in Charge, Philosophy and Theology Faculties Library Vacancy reference 173435 Additional information You are required to submit a CV and the attached supporting evidence form with your application, outlining how you meet each of the selection criteria for the role (see the ‘How to Apply’ section for further details). Please contact the recruitment team if you require the job description in an alternative format. Closing date 12.00 midday Friday 5 July 2024 Job description Overview of the role The post holder will welcome readers and visitors and administer the library’s admissions procedures, respond to enquiries and provide direction to appropriate services. They will undertake a range of duties on front line desks, at all times providing high quality customer service. The post holder will be expected to complete tasks under general direction and to manage and prioritise their own workload on a day to day basis. The post holder may be required to act as a point of reference for grade 2 library assistants. According to the requirements of local library rotas in force: out of office hours working, lone working during evenings or weekend shifts may be required. The post holder may be required to work at other library locations from time to time. The post holder will work under the direction of the Acting Librarian-in-Charge at the PTFL. . Responsibilities Reader Services 1. Register readers correctly according to their status and welcome visitors. Provide an introduction to the library and explain and oversee reading room procedures and regulations to readers and assist with information skills sessions 2. Respond to routine and more ad hoc reader queries in person, by phone and online ; use online catalogues and other search tools including e-resources to help readers locate items within the library and electronic resources; assist readers in the use of IT equipment including reader PCs and photocopier-printers; refer readers to specialised library services and other library staff when appropriate 3. Work at the front line desk carrying out a full range of reader services transactions including: issuing, returning and renewing material; handling money; administering reserve collections, room bookings and inter-library loans; reserving books for readers and assisting them to make reservations and place stack requests. Act as the first port of call for any problems arising with these transactions. Record statistics (e.g. records of occupancy of the reading rooms) 4. Open and close the library or reading room; provide security during opening hours through invigilation; follow evacuation procedures for the reading room in the event of an emergency; and assist readers with disabilities or special needs to use the library and its collections, in accordance with legislation on equality 5. Help develop, document and communicate reading room procedures and protocols in consultation with management 6. Work collaboratively with Bodleian Libraries-wide Document Delivery Services in order to provide an effective and efficient interlibrary loans (ILL) service. This includes familiarity with ILL policies and procedures 7. Help produce notices, leaflets and online information to promote the services and collections offered by the library, and use feedback from readers to suggest improvements to services and procedures Page 2 of 9 8. Provide support to senior library staff on the development and promotion of the Library’s electronic resources. Stock management 9. Ensure material is returned in good order, carry out minor repairs and re-label as necessary, note any requirement for more complex repairs and routinely be available to handle rare and fragile objects with care 10. Transport material safely to and from reading rooms, acting as ‘banks person’ to guide delivery vans where required. Collect, sort and replace open shelf books/journals according to the appropriate classification scheme(s): tidy shelf sequences, participate in stock management projects and adhere to health and safety guidelines at all times when moving material Technical Services 11. Source, order, receive, claim and process books and other material using the acquisitions and serials modules of the Library Management System 12. Check reading lists and the availability and pricing of books and other material on suppliers web sites. Order books and other material for reading lists in accordance with library procedure for reading list 13. Assist with collection management by eg. adding/editing copy information to the online catalogue for material kept on open shelves 14. Catalogue library materials according to standards specified by Bodleian Libraries 15. Process and register serials. Edit and close serial holdings. Create serial records using the Integrated Library System. Check claims for non-receipt of serials and make claims from suppliers and manage the binding of serial publications and books, ensuring that binding quotas are met Communication and Teamwork 16. Exchange information and communicate effectively with colleagues, passing on reader feedback and reporting issues promptly; participate in team meetings and contribute to the wider objectives and goals of the team and Bodleian Libraries 17. As part of the duties described above, you will need to identify, sort and process items and records in the languages and/ or scripts listed above and in the selection criteria Other duties      Working on some Bank Holidays Participate in the Bodleian Libraries annual review scheme Undertake any necessary training identified Comply with health and safety regulations Comply with the policies and procedures set out in the Staff Handbook Page 3 of 9  Any other duties that may be required from time to time commensurate with the grade of the job The Bodleian Libraries reserve the right to make reasonable amendments to the job description in consultation with the post-holder at any time. Philosophy and Theology Faculties Library The PTFL is part of the Bodleian Libraries of the University of Oxford. It was opened in September 2012 on the Radcliffe Humanities site as the successor to the Philosophy Faculty Library and Theology Faculty Library. It is open to all current students and staff of the University and provides a popular lending collection to support the wide range of taught courses in the Faculty of Philosophy and the Faculty of Theology and Religion. The collection includes multiple copies of core text books, monographs, reference material and journals. The Library aims to acquire the materials necessary to support the teaching and, to some extent, research needs of its Faculties. Within the Bodleian, it sits within Section 2 of the Humanities Libraries. Section 2 comprises the English Faculty Library (EFL), the Philosophy and Theology Faculties Library (PTFL), and the Music Faculty Library (MFL). In the transitional phase 2020-2025, staff in all three libraries are working more closely together with shared posts and shared duties in the run up to the move in summer 2025 and the launch of a new humanities library in the Stephen A. Schwarzman Centre for the Humanities. For more information, see below, or please visit: https://www.bodleian.ox.ac.uk/libraries/ptfl Selection criteria Essential selection criteria             A good knowledge of spoken and written English Educated to GCSE level or equivalent Ability to communicate effectively, confidently and courteously with readers, colleagues and the public Awareness of the importance of good customer care and a commitment to providing excellent quality service Ability to lift, move and carry books Good general IT literacy including use of email, internet and general applications such as Microsoft Office Ability to work effectively as part of a team Ability to undertake a range of routine tasks with care and accuracy Reliable, punctual Discreet when dealing with material of a confidential or sensitive nature. Ability to prioritise and work under pressure Knowledge/experience of library databases and online resources Desirable selection criteria       Previous experience of working in a library environment or customer services environment Previous experience of using an automated library management system Previous experience of supervising colleagues Experience of marketing and promoting library services Subject interest/knowledge of Philosophy or Theology Knowledge of one other modern European language and/or Greek, Latin or Hebrew Page 4 of 9 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 Hazard-specific / Safety-critical duties This job includes hazards or safety-critical activities. If you are offered the post, you will be asked to complete a health questionnaire which will be assessed by our Occupational Health Service (OHS), and the offer of employment will be subject to a successful outcome of this assessment. The hazards or safety-critical duties involved are as follows:  Lone Working  Regular manual handling 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. Page 5 of 9 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 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 evidence form. The supporting evidence form 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). Page 6 of 9 Please note that if you do not upload a completed supporting evidence form and a CV, we will be unable to consider your application for this role. All applications must be received by midday UK time 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@glam.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 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 Page 7 of 9 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 8 of 9 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 9 of 9
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RDF/XML description of Library Assistant
**About the role** We are looking for an enthusiastic, motivated and versatile Library Assistant to deliver high-quality library reader services. This is an excellent opportunity to gain experience in a varied and interesting role at the Philosophy & Theology Faculties Library. Your duties will include front-line reader services and essential support for readers in using the libraries and collections. The post holder may be required to act as a point of reference for grade 2 library assistants. According to the requirements of local library rotas in force: out of office hours working, lone working during evenings or weekend shifts may be required. The post holder may be required to work at other library locations from time to time. This is a full-time, fixed-term post until 31 July 2025. **About You** You will have a strong customer service focus and a commitment to providing excellent quality service, as well as the ability to communicate effectively. You will be able to work well as part of a team, work under pressure, and undertake a range of routine tasks with care and accuracy. You will have good general IT literacy and knowledge of library databases and online resources. Previous experience of working in a library environment, and of using an automated library management system is desirable. **What We Offer** 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 of annual leave * A comprehensive range of childcare services * Family leave schemes * Cycle loan scheme * Discounted bus travel and Season Ticket travel loans More information is available at https://hr.admin.ox.ac.uk/staff-benefits **Diversity** 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. **How to apply** You will be required to upload your **CV and the attached supporting evidence form** as part of your online application. The supporting evidence form lists each of the essential and desirable selection criteria, as listed in the job description – please explain how you meet each one. CVs alone will not be considered. The Chair of this recruitment panel will be Hilla Wait, Philosophy & Theology Subject Librarian, who can be contacted with enquiries relating to the role (hilla.wait@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@glam.ox.ac.uk). Only applications received online by 12.00 midday (BST/GMT) on Friday 5 July 2024 can be considered. Interviews are expected to take place during the week commencing Monday 22 July 2024.
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About the role We are looking for an enthusiastic, motivated and versatile Library Assistant to deliver high-quality library reader services. This is an excellent opportunity to gain experience in a varied and interesting role at the Philosophy & Theology Faculties Library. Your duties will include front-line reader services and essential support for readers in using the libraries and collections. The post holder may be required to act as a point of reference for grade 2 library assistants. According to the requirements of local library rotas in force: out of office hours working, lone working during evenings or weekend shifts may be required. The post holder may be required to work at other library locations from time to time. This is a full-time, fixed-term post until 31 July 2025. About You You will have a strong customer service focus and a commitment to providing excellent quality service, as well as the ability to communicate effectively. You will be able to work well as part of a team, work under pressure, and undertake a range of routine tasks with care and accuracy. You will have good general IT literacy and knowledge of library databases and online resources. Previous experience of working in a library environment, and of using an automated library management system is desirable. What We Offer 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 of annual leave A comprehensive range of childcare services Family leave schemes Cycle loan scheme Discounted bus travel and Season Ticket travel loans More information is available at https://hr.admin.ox.ac.uk/staff-benefits Diversity 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. How to apply You will be required to upload your CV and the attached supporting evidence form as part of your online application. The supporting evidence form lists each of the essential and desirable selection criteria, as listed in the job description – please explain how you meet each one. CVs alone will not be considered. The Chair of this recruitment panel will be Hilla Wait, Philosophy & Theology Subject Librarian, who can be contacted with enquiries relating to the role (hilla.wait@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@glam.ox.ac.uk). Only applications received online by 12.00 midday (BST/GMT) on Friday 5 July 2024 can be considered. Interviews are expected to take place during the week commencing Monday 22 July 2024.
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