Standard Grade 4: £27,838 - £31,459 per annum
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Job description and selection criteria Job title Principal Library Assistant (Special Collections) Division Gardens, Libraries and Museums (GLAM) Department Bodleian Libraries Location Weston Library, Broad Street, Oxford OX1 3BG Grade and salary Grade 4: £27,838-£31,459 per annum Hours Full time (36.5 hours) Contract type Fixed-term (5 months) Reporting to The John Johnson Curator of Printed Ephemera (Jo Maddocks) Vacancy reference 177227 Additional information THIS POST COULD BE CONSIDERED AS A SECONDMENT OPPORTUNITY Please discuss secondments with your line manager in the first instance, as you must have their agreement that you can be released for a secondment before you submit an application. For more information please go to: https://hr.admin.ox.ac.uk/secondments) You are required to submit a CV and a 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 GMT Monday 20 January 2025 Job description Overview of the role The postholder will sort, shelfmark and catalogue the recently acquired Burnett Collection of historic playing cards. You will be expected to develop expertise in the subject area, meet ambitious cataloguing targets and prioritise your own workload on a day to day basis. In addition, the post-holder will supervise volunteers in the absence of the John Johnson Librarian and assist with engagement activities related to the Burnett Collection. This is an externally funded, temporary post working on-site in the Weston Library on a fulltime basis. The post holder will work under the direction of the John Johnson Curator of Printed Ephemera. Responsibilities • • • • • • • Cataloguing circa 2000 packs of playing cards on the allegro system, following the Bodleian Library’s inhouse ephemera format. Arrange sequences and create shelfmarks based on current shelfmarking policies for the collection. Undertake basic preservation tasks, including housing, barcoding and labelling. Maintain an inventory using MS Office applications which will form the basis of minimal level records in the Alma Integrated Library System as part of preparations for potentially sending material to the Bodleian’s offsite storage facility. Create/maintain collection indexes using appropriate application(s). Supervise volunteers working in the John Johnson Collection in the absence of the John Johnson Curator of Printed Ephemera. Assist in engagement activities, administration, and other tasks, as appropriate, related to the Burnett Collection. 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. The Bodleian Libraries reserve the right to make reasonable amendments to the job description in consultation with the post-holder at any time. Page 2 of 9 Department of Special Collections Of the 13 million items held by the Bodleian Libraries, more than one million can be categorized as 'special collections'. Specialist sections care for manuscripts, archives, printed books, maps, music, ephemera, and Asian and Middle Eastern special collections. The Weston Library for Special Collections welcomes both academic and non-academic researchers and learners from around the world who will make use of the collections. Library staff uphold a tradition of collaboration with academic colleagues in supporting teaching to university students. The John Johnson Collection of Printed Ephemera (part of the Rare Books Section) is one of the largest and most important collections of printed ephemera in the world and offers a fresh view of British history through printed documents which have survived by chance. The Collection is strongest in the 18th to early 20th centuries but also contains earlier material, and is organized either into subject categories (e.g. advertising, art and architecture; authors; book trade; entertainment; politics; theatre; transport; tourism and travel, etc.) or genres categories (e.g. bookmarks, bookjackets, menus, paper bags, cards, tickets, games, etc.) For more information see https://www.bodleian.ox.ac.uk/johnson Selection criteria Essential selection criteria • • • • • • • Educated to GCSE level or equivalent, including English and Maths. Ability to communicate effectively, confidently and courteously. Demonstrate a careful and sensitive approach to handling original documents. Ability to lift, carry and move collection material using trolleys, kick stools and lifts on a regular basis e.g. to move items from the stacks to the work areas. There may be an occasional need to carry items upstairs. Good all-round IT skills, including experience of working with spreadsheets, databases and other Microsoft, or equivalent, applications Ability to work effectively and reliably both as part of a small team and independently with minimal supervision. Ability to undertake routine and repetitive tasks consistently and with a high level of accuracy. Page 3 of 9 • • A flexible approach and willingness to take on additional tasks as required. Good time management skills, with the ability to organise work effectively, manage priorities and meet deadlines. Desirable selection criteria • • • Previous experience of working with printed ephemera. Previous experience of allegro or similar database software. Interest in British social history and/or special collections. 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, and the offer of employment will be subject a successful outcome of this assessment. The hazards or safety-critical duties involved are as follows: • 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. Page 4 of 9 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 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 Page 5 of 9 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). Please note that if you do not upload a completed 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. If you currently work for the University please note that: - As part of the referencing process, we will contact your current department to confirm basic employment details including reason for leaving - Although employees may hold multiple part-time posts, they may not hold more than the equivalent of a full-time post. If you are offered this post, and accepting it would take you over the equivalent of full-time hours, you will be expected to resign from, or reduce hours in, your other posts(s) before starting work in the new post. 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: Page 6 of 9 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 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 7 of 9 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, flexible working options, travel discounts including salary sacrifice schemes for bicycles and electric cars and other discounts. Staff can access a huge range of personal and professional development opportunities. See https://hr.admin.ox.ac.uk/staff-benefits Employee Assistance Programme As part of our wellbeing offering staff get free access to Health Assured, a confidential employee assistance programme, available 24/7 for 365 days a year. Find out more https://staff.admin.ox.ac.uk/health-assured-eap University Club and sports facilities Membership of the University Club is free for University staff. It 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 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 We are a family-friendly employer with one of the most generous family leave schemes in the Higher Education sector (see https://hr.web.ox.ac.uk/family-leave). Our Childcare Services team provides guidance and support on childcare provision, and offers a range of high-quality childcare options at affordable prices for staff. In addition to 5 University nurseries, we partner with a number of local providers to offer in excess of 450 full time nursery places to our staff. Eligible parents are able to pay for childcare through salary sacrifice, further reducing costs. See https://childcare.admin.ox.ac.uk/. Supporting disability and health-related issues (inc menopause) We are committed to supporting members of staff with disabilities or long-term health conditions, including those experiencing negative effects of menopause. Information about the University’s Staff Disability Advisor, is at https://edu.admin.ox.ac.uk/disability-support. For information about how we support those going through menopause see https://hr.admin.ox.ac.uk/menopause-guidance Staff networks The University has a number of staff networks including for research staff, BME staff, LGBT+ staff, disabled staff network and those going through menopause. Find out more at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is 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 8 of 9 Research staff The Researcher Hub supports all researchers on fixed-term contracts. They aim to help you settle in comfortably, make connections, grow as a person, extend your research expertise and approach your next career step with confidence. Find out more https://www.ox.ac.uk/research/support-researchers/researcher-hub Oxford’s Research Staff Society is a collective voice for our researchers. They also organise social and professional networking activities for researchers. Find out more https://www.ox.ac.uk/research/support-researchers/connecting-other-researchers/oxfordresearch-staff-society Page 9 of 9
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THIS POST COULD BE CONSIDERED AS A SECONDMENT OPPORTUNITY About the role The John Johnson Collection of Printed Ephemera is one of the largest and most important collections of printed ephemera in the world, and has recently acquired the Burnett Collection of playing cards. Working in the Rare Books Section of the Weston Library, you will sort, shelf mark and catalogue the collection using the allegro system. You will be expected to develop expertise in the subject area, meet ambitious cataloguing targets and prioritise your own workload on a day-to-day basis. In addition, you will supervise volunteers in the absence of the John Johnson Curator of Printed Ephemera and assist with engagement activities related to the Burnett Collection. This is a full-time, fixed-term post for 5 months. This role requires lifting and carrying boxes of library materials, pushing trolleys, climbing ladders and kick-stools in order to access some of the library’s bookshelves and to re-shelve materials. About You You will be able to demonstrate a careful and sensitive approach to handling original documents. You will have the ability to undertake routine and repetitive tasks consistently and with a high level of accuracy. You will also be able to work effectively and reliably both as part of a small team and independently with minimal supervision. 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 a supporting evidence form using the attached template (or a supporting statement) 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. We aim to provide a supportive working environment and are happy to discuss training and professional development opportunities. The Chair of this recruitment panel will be Jo Maddocks, John Johnson Curator of Printed Ephemera, who can be contacted with enquiries relating to the role (jo.maddocks@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). Please discuss secondments with your line manager in the first instance, as you must have their agreement that you can be released for a secondment before you submit an application. For more information please go to: https://hr.admin.ox.ac.uk/secondments. Only applications received online by 12.00 midday (GMT) on Monday 20 January 2025 can be considered. Interviews are expected to take place during week commencing 3 February 2025.
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**THIS POST COULD BE CONSIDERED AS A SECONDMENT OPPORTUNITY** **About the role** The John Johnson Collection of Printed Ephemera is one of the largest and most important collections of printed ephemera in the world, and has recently acquired the Burnett Collection of playing cards. Working in the Rare Books Section of the Weston Library, you will sort, shelf mark and catalogue the collection using the allegro system. You will be expected to develop expertise in the subject area, meet ambitious cataloguing targets and prioritise your own workload on a day-to-day basis. In addition, you will supervise volunteers in the absence of the John Johnson Curator of Printed Ephemera and assist with engagement activities related to the Burnett Collection. This is a full-time, fixed-term post for 5 months. This role requires lifting and carrying boxes of library materials, pushing trolleys, climbing ladders and kick-stools in order to access some of the library’s bookshelves and to re-shelve materials. **About You** You will be able to demonstrate a careful and sensitive approach to handling original documents. You will have the ability to undertake routine and repetitive tasks consistently and with a high level of accuracy. You will also be able to work effectively and reliably both as part of a small team and independently with minimal supervision. **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 a supporting evidence form using the attached template** (or a supporting statement) 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. We aim to provide a supportive working environment and are happy to discuss training and professional development opportunities. The Chair of this recruitment panel will be Jo Maddocks, John Johnson Curator of Printed Ephemera, who can be contacted with enquiries relating to the role (jo.maddocks@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). Please discuss secondments with your line manager in the first instance, as you must have their agreement that you can be released for a secondment before you submit an application. For more information please go to: https://hr.admin.ox.ac.uk/secondments. Only applications received online by 12.00 midday (GMT) on Monday 20 January 2025 can be considered. Interviews are expected to take place during week commencing 3 February 2025.
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