OXFORD UNIVERSITY LIBRARY SERVICES BODLEIAN HEALTH CARE LIBRARIES JOB DESCRIPTION

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1 OXFORD UNIVERSITY LIBRARY SERVICES BODLEIAN HEALTH CARE LIBRARIES JOB DESCRIPTION Department: Bodleian Health Care Libraries Post Number: LN/S Grade: Support Staff Grade 2 Post Title: Location: Library Assistant (Part-Time, 0.64 fte) Based at Cairns Library, John Radcliffe Hospital & Knowledge Centre, Old Road Campus, as required Postholder reports to: Desk Supervisor, Cairns Library Normal hours of work: 11.20am 7.10pm Monday to 7.10pm, Tuesday to Friday JOB SUMMARY To provide evening duty staffing of the Cairns Library Help Desk. To undertake a range of duties on the front line Help Desks, using the automated circulation system to process loans, reservations and registrations. Welcome visitors and issue library cards. Receive document supply requests. Respond to readers enquiries and direct them to the appropriate services. MAIN DUTIES 1. Library Help Desk (a) Providing evening duty staffing of the Cairns Library Help Desk. (b) (c) (d) (e) (f) (g) (h) (i) Welcoming visitors and registering readers, issuing reader cards. Issuing, returning and renewing material on the automated circulation system and manually. Taking bookings for library training sessions. Responding to reader enquiries and problems, including telephone enquiries, in accordance with the guidance given. Referring readers to the BHCL specialised library services and other library staff when appropriate. Assisting readers with PCAS, the Bodleian Libraries system for printing, copying and scanning Taking payment for fines, printing, document supply and other items. Operating the till. 1

2 (j) (k) (l) Closing the library Help Desk and Book Collection. Maintaining statistics as required. Undertake routine library support and other clerical duties. 2. Library Stock and Resources (a) (b) (c) (d) (e) (f) (g) Directing readers to appropriate resources. Shelving books and journals. Shelf tidying and general tidying of the library. Assisting with stocktaking as required. Routine supervision of library equipment. Recording receipt of journals. Labelling, stamping journal issues. 3. Document Supply (a) (b) (c) (d) (e) (f) Assisting in the operation of the automated inter-library loans service; in particular: Recording and distributing photocopies/items received Parcelling loans for return Dealing with queries / informing readers of progress Dealing with queries about photocopying/document supply accounts for readers. Assisting in the operation of the photocopying service. 4. Publicity and Documentation Assisting in the preparation and distribution of display material, library documentation and notices. 5. Other Duties (a) (b) (c) (d) (e) You may be required at times to work on the reception and help desk at the Knowledge Centre, Old Road Campus Research Building. Participate in a regular Staff Development Review. Undertake any necessary training identified. Comply with health and safety regulations. Comply with the policies and procedures set out in the Staff Handbook. 2

3 (f) Any other duties that may be required from time to time commensurate with the grade of the job. Training will be given for all duties allocated Bodleian Libraries reserves the right to make reasonable amendments to the job description in consultation with the post holder at any time. 3

4 Requirements for the Post/Selection Criteria Candidates will be judged on the basis of the following criteria and should try to ensure that their application shows how they meet the criteria. Candidates will be expected to give examples of relevant experience gained through paid employment, voluntary/community work, domestic responsibilities, spare time activities and training. Essential Good oral and written communication skills Good numeracy skills Comprehensive IT skills including Microsoft Office, with a willingness & aptitude to learn new software packages An understanding of the demands of a customer service environment. Accuracy and attention to detail An ability to work as part of a team and independently Desirable Previous library experience 4

5 SALARY Conditions of Employment The salary offered for this job will be 14,942 pro-rata (University Support Grade 2.1). Once in post your salary will automatically be increased each year until you have reached the top point. There is also an annual cost-of-living salary review, which normally takes place each summer. HOURS AND PLACE OF WORK The hours are 23hrs & 20minutes a week; to be worked between 11.20am and 7.10pm on Monday & 3.10pm to 7.10pm Tuesday to Friday. The job is based at the Cairns Library, John Radcliffe Hospital but you may be required to work at our other site, the Knowledge Centre, Old Road Campus, Headington. Exceptionally, you may be required to provide cover (including evenings, weekends or Bank Holidays) at any Bodleain Libraries (BL) library; usually with one month s notice. To accommodate your duties at any other BL library within your contracted hours, you will be able to take time off in lieu or your hours worked during the week in question will be adjusted. No extra payments will be made for these evening, weekend or Bank Holiday duties. PROBATION The appointment is subject to satisfactory completion of a six month probationary period, during which the notice period will be one week s notice on either side. Once the appointment has been confirmed, you will be required to give one month s notice. We will be required to give you three month s notice. OFFER OF EMPLOYMENT All appointments are offered subject to the satisfactory completion and return of a medical form, and the provision of original documents which indicate the appointee s right to work in the United Kingdom. ANNUAL LEAVE The annual holiday entitlement will be 38 days pro-rata (including 8 public holidays). 5

6 BODLEIAN LIBRARIES (BL) WORKING WITHIN THE UNIVERSITY OF OXFORD The Mission of Bodleian Libraries is to provide the most effective university library service possible, in response to current and future users needs; and to maintain and develop access to Oxford s collections as a national and international research resource. BL employs 700 staff in 40 libraries, including the major research libraries of the Bodleian group (with its legal deposit privileges), the Taylor Institution Library and the Sackler Library, and other libraries serving specific faculty and departmental needs. The libraries are broadly divided into subject areas covering Humanities, Science & Medicine, Social Sciences and Oriental/Area Studies. There are a number of BL functions that provide services across all libraries and these include personnel, preservation, staff development and systems and electronic resources services. BL is itself supported by a common administrative and management framework for the operation of the individual site libraries. There is a strong commitment to involve a wide range of library staff in making contributions to the overall development of integrated service. Subject and functional teams meet on a regular basis to co-ordinate activities in areas such as collection management, reader services, preservation, and staff development. BODLEIAN HEALTH CARE LIBRARIES (BHCL) The Bodleian Health Care Libraries fall within the Science and Medicine group of libraries under the BL umbrella and are located at two sites in Headington the John Radcliffe Hospital and the Old Road Campus Research Building. BHCL have about 25 staff across both sites. The Libraries main users are staff and clinical students from the University of Oxford and Brookes University, NHS staff in the Oxford Radcliffe Hospitals NHS Trust, and primary care staff based in Oxfordshire. You can find out more at our website: UNIVERSITY OF OXFORD EMPLOYEE BENEFITS The University of Oxford enjoys an outstanding reputation for scholarship and research. But in addition, we are one of the region s biggest and best-established employers, with a diversity of staff helping to sustain our success. Working for the University offers an extensive range of benefits, including generous holidays, pensions, family leave, childcare provision and training; sports & leisure facilities and discounts. For more information see AM I ELIGIBLE TO WORK FOR THE UNIVERSITY? All appointments are made in accordance with the University of Oxford Equal Opportunities Policy and Code of Practice and applications are welcomed from a wide range of candidates. The University undertakes not to discriminate unlawfully against any applicant on the basis of any information revealed. For further details see: 6

7 PROOF OF RIGHT TO WORK IN THE UK To comply with the Immigration, Asylum and Nationality Act 2006, before you begin working for the University you must supply original documentation proving that you have a right to work in the United Kingdom (UK). This documentation will be copied and retained on your personnel file. Details of the documents that are eligible to meet these requirements can be found at: WORK VISAS Applicants who would need a work visa if appointed to the post, are asked to note that under the UK s new points-based migration system they will need to demonstrate that they have sufficient points, and in particular that: (i) they have sufficient English language skills (evidenced by having passed a test in basic English, or coming from a majority English-speaking country, or having taken a degree taught in English) and (ii) they have sufficient funds to maintain themselves and any dependants until they receive their first salary payment. Further information is available at: PROOF OF IDENTITY In addition to the documents required to prove you have the right to work in the UK, you will also be asked to provide proof of your identity in the form of an original birth certificate or other acceptable document. CRIMINAL RECORDS BUREAU Appointees who will be working with children or vulnerable adults will be the subject of a full screening procedure carried out by the Criminal Records Bureau. HOW TO APPLY THE APPLICATION FORM To apply for this post, please fill in the relevant application form and return it to: The Administration Office Health Care Libraries Cairns Library University of Oxford John Radcliffe Hospital Headley Way Headington OXFORD OX3 9DU by no later than 12 noon on Friday 3 rd December. Applications received after this date will not be considered. Applications may also be sent by to 7

8 Please write in black ink, or type, to enable us to photocopy your application. Please give details clearly, as short-listing decisions will be based on the information presented on the form. You may use additional sheets if required. You may wish to mark each sheet of the application form with your name in case of inadvertent separation from the form. If you do not have a telephone number, please give us alternative contact details (eg. mail address). If you are unemployed, give full details of your most recent, and previous, posts in the Previous Employment section, and include your reason for leaving. Please note, being unemployed will not prejudice your application. The list of duties and the selection criteria for this job describe the sort of skills, experience, knowledge or abilities which we are looking for. We will interview those whose applications best meet these criteria, so it is important that you should use your application to explain how you can match them. Abilities, experience and skills gained outside the workplace such as in education, home or community life may also be relevant. Tell us which schools or colleges you went to and any qualifications you have. List employment, voluntary work, hobbies, or family responsibilities which help to show how you meet the selection criteria. Data protection All data supplied by applicants will be used only for the purposes of determining their suitability for the post, and will be held in accordance with the principles of the Data Protection Act 1998 and the University s Data Protection Policy. If appointed, your application form will be retained on your confidential staff file. If you are unsuccessful, your application will be retained for six months and then disposed of securely. The information collected on the monitoring form does not form part of the selection process and will not be seen by the selection panel. It will be used solely to monitor the effectiveness of the University s Equal Opportunities Policy. OTHER INFORMATION TO BE SUPPLIED If selected for interview, you will be asked to supply proof of your right to work in the UK. The list of eligible documents is at Please note that you will be asked to bring original documents proving your right to work in the UK to any interview, and will not be interviewed if this evidence is not produced. Satisfactory references (see below) and evidence of your medical fitness will also be required. You will be asked to complete a medical questionnaire, which will be assessed by the University s Occupational Health Service. If appointed, you will also be asked to supply: proof of address in the form of a recent utility bill or bank statement proof of identity - see p.4 above proof of any relevant qualifications - in the form of certificates or transcripts 8

9 PRIORITY APPLICATIONS From time to time the University has applications from current employees who are at risk of redundancy. Should such an application be received, it will be given preferential treatment and the candidate will be shortlisted / interviewed prior to other applications being seen by the panel. REFERENCES Please give details of two people who have agreed to provide a reference for you, Both referees should have direct experience of your work by working closely with you for a considerable period, and one of them must be your formal line manager in your current job. Your referees should not be related to you, Your referees will be asked to comment on your suitability for the post and provide details of the dates of your employment, your attendance record during the last 12 months and any disciplinary processes that are still considered live. References will only be requested after a conditional offer has been made. NB. If you have previously worked for the University of Oxford, we will automatically approach your former department for a reference, even if you have not included the department as a referee. THE INTERVIEW Interviews will take place on Tuesday 14 th December and candidates will be contacted by if called to attend. The Library reserves the right not to offer an alternative date if a candidate is unavailable on the day offered. However, every effort is made to select a day suitable for all concerned, so please indicate on the form any dates when you would not be available for interview. Appointments will be made after one interview. Please note that the discovery of relevant information not disclosed could lead to disciplinary action and/or dismissal after appointment. 9

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