Alexander Turnbull Library, National Library. Collections Registrar or Co-ordinator Copying Services

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1 Job Description Job Title Branch Business Group Reporting to Location Grade Date Graded Library Assistant IKS Alexander Turnbull Library, National Library Collections Registrar or Co-ordinator Copying Services Wellington Band C, IM Purpose This position is required to retrieve, re-shelve, and move materials from all ATL collections in response to client orders, copying programmes or collection acquisition workflows in accordance with policies, standards and guidelines. In addition it is required to process orders for copies of heritage items and pass requirements to Imaging Technicians. The position also produces and delivers copies of collection items either from digitised collections or by scanning/photocopying originals in accordance with handling standards and copy service guidelines. Key Tasks Specialist Tasks role specific Collection Care Shelving of new acquisitions. Retrieval and re-shelving materials for the ATL Reading Room. Packing and moving collection items to support exhibitions, public programmes or outward loans. Assist Microform Librarian with retrieval of items from offsite storage locations. Contribute to project work to improve collection location or storage. Imaging Services Retrieval and re-shelving of ATL heritage items. Produce copies of heritage items for client orders using digital technologies. Track client orders and complete documentation to ensure receipt within agreed timeframes. Pack and send client orders for physical or electronic items for delivery within agreed timeframes and administer payments. Preparation of ATL heritage items for scanning and copying into the National Digital Heritage Archive (NDHA). Support planned digitisation projects as required. General Provide backup for other ATL Library Assistants or Administrative Assistant roles as required.

2 Performance Build a shared commitment to the direction of the organisation, and achievement of its outcomes, and a customer focused culture across the Collection Care and Imaging Services departments. Continually review the performance outcomes expected and negotiate with partners in delivering on outcomes. Ensure action is taken to address non delivery on agreed outcomes. Capability Continually review the capability needed to support the organisation in delivering on outcomes and ensure action is taken to address identified capability gaps within the Collection Care and Imaging Services departments. Provide development opportunities for direct reports that challenge and expand their capability. Provide leadership that inspires others to succeed and develop, and proactively share experience, knowledge and ideas. Model behaviours that encourage whole-of-organisation collaboration and learning for the purpose of increasing synergies and maximising effectiveness. Partnership with customers Establish an environment where the Collection Care and Imaging Services departments engage effectively with other groups, in a way that ensures both internal customer needs and those of external agencies are understood and met. Continuous improvement Ensure that a process of continuous review and improvement is inherent throughout all elements of the Collection Care and Imaging Services departments. Identify opportunities for enhancing the overall Collection Care and Imaging Services departmental capability. Draw on knowledge of best practice, advances in technology, and relevant research to develop an informed view of opportunities and challenges to transforming the organisation s Collection Care and Imaging Services systems. Health & Safety (for self) Takes personal responsibility for keeping self free from harm Follows safe working procedures Reports incidents promptly Reports hazards promptly and suggests appropriate remedies Knows what to do in the event of an emergency Co-operates in implementing rehabilitation plans Key Relationships Internal Collection Care team Imaging Services team, especially Imaging Technicians Research Enquiry Service staff Reading Room Services Leader Content Services acquisitions and collection delivery staff Assistant Chief Librarian All other DIA staff External ATL clients utilising onsite reading rooms and requesting copies of ATL collection items

3 Reporting Relationships Number of direct reports Number of staff reporting to the direct reports Delegations Human Resources Delegations Financial Delegations Person Specification Experience 1-2 years experience in either a digitisation, library, archival, museum or other relevant environment. Previous experience of a working in a proactive customer focused role is desirable, not essential. Knowledge Essential Desirable Knowledge of basic library routine and procedures Working knowledge of computers and Microsoft Office. Skills Ability to physically retrieve and re-shelve heritage items. Proficient ability to operate digital imaging and copying technology and/or Photoshop. Effective and articulate written and spoken communication. Education and Professional Memberships NCEA Level 2 (Sixth Form Certificate) or equivalent qualification. Other Security Clearance Full NZ Driver s License

4 DIA Competencies Competencies are behaviours that drive job success. They are observable and measurable characteristics that can be seen when a job is being done well. The competencies required for this job are listed below. Each competency falls within a competency cluster, which are broad themes of skills, behaviours and abilities. Competency Cluster Integrity Intelligence Emotional Maturity Talent to Execute Positive Energy Managing Diverse Relationships Managing Complexity Achieves Effectiveness for Māori Competency Integrity and Trust Ethics and Values Decision Quality Learning on the Fly Self Knowledge Composure Innovation Management Drive for Results Perseverance Interpersonal Savvy Dealing with Ambiguity Effectiveness for Māori With the exception of Achieves Effectiveness for Māori, the competencies DIA uses are derived from the Competency Sort Cards developed and copyrighted by Lominger Limited, Inc. No part of the Lominger competencies may be used, reproduced or transmitted in any form or by any means, by or to any party outside of The Department of Internal Affairs. Competency Clusters Integrity This is the ability to accept personal accountability for actions and decisions; to be reliable, trustworthy, and honest in all aspects of our work; and to uphold the values and principles of the Department. Intelligence This is the ability to learn, understand and think things out quickly. It is demonstrated in our ability to reason, solve problems, think creatively, understand ideas that can be complex, and learn quickly from experience. It is the ability to make sense of a changing environment and figuring out what to do. Emotional Maturity This is the ability to control one's emotions, to recognise their impact and to adapt to changing circumstances, particularly during stressful times. It includes the ability to sense, understand, and react to others' emotions. It is about knowing one's strengths and weaknesses and continuously looking to improve oneself. It also requires individuals to demonstrate resilience and sound judgment in dealing with challenges. Talent to Execute This is about getting the job done. It is the ability to achieve results for the Department and provide an outstanding service, with and through others. It also describes continuously searching for innovation and ways to add value in order to position the Department for future success.

5 Positive Energy This is the demonstration of an upbeat attitude through good times and bad, and the desire to strive for the best outcomes for the Department. Individuals who demonstrate this trait are able to positively affect the behaviour of others, motivating them with a sense of purpose and spirit of cooperation. It encompasses the capacity to care deeply for the work that we do and for the principles and values of the Department. Edge This is the ability to make tough calls and to demonstrate courage and confidence in challenging situations. It encompasses expertise in risk management and decision-making. Those with edge provide stability and clarity when crisis and confusion arise. Managing Diverse Relationships This is the ability to work with a diverse range of people and to build mutually beneficial relationships and networks, sometimes in complex environments. It is the ability to value the contribution of others, respecting each other's views, beliefs and customs, united in a common purpose. Managing Complexity This is the ability to operate effectively in an ever-changing environment, scanning the horizon for looming issues and providing solutions. This requires individuals to take an organisational perspective when resolving problems, ensuring the Department Managing and Developing People The ability to select, manage, develop and retain an excellent workforce within an environment that values diversity and individuality. It includes the promotion of continuous learning and the development of others to ensure the Department is an employer of choice. Achieves Effectiveness for Māori Achieves Effectiveness for Mäori describes working effectively with and for Mäori colleagues, clients and stakeholders, to ensure their specific needs are identified and met, and to create a positive work environment for Mäori. It relates to our Effectiveness for Mäori (EfM) strategies, policies and guidelines and supports our vision to be recognised as an EfM leader in public service.

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