1. UNIVERSITY OF OTAGO Te Whare Wananga o Otago
      2. JOB DESCRIPTION
      3. 1. PRIME FUNCTION
      4. 2. MAIN OBJECTIVES
      5. 3. KEY TASKS
      6. Other duties as required
      7. 4. RELATIONSHIPS
      8. 5. BUDGETARY RESPONSIBILITY
      9. 6. PERSON SPECIFICATION
      10. Qualifications
      11. Experience and knowledge
      12. Specific skills
      13. Personal qualities and abilities

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UNIVERSITY OF OTAGO
Te Whare Wananga o Otago
JOB DESCRIPTION
POSITION TITLE:
Library Assistant
DEPARTMENT:
University Library
DIVISION:
Academic
Library Assistants work throughout the University of Otago Library in the following areas, Access &
Development Services, Information Resources, Information Services which includes the Law, Health
Sciences, Sciences, and Robertson Libraries and the Hocken Collections.
Each Library Assistant will be placed in a role within one of these areas but may be moved to other
areas within the Library depending on demand or the availability of a staff development opportunity.
The job description details the core functions for all Library Assistants, and is supplemented with
operational procedures documentation which details the specific tasks associated with each
placement. The job description and this documentation provide the complete description of each
Library Assistant’s duties.
1.
PRIME FUNCTION
To provide support for teaching, learning and research services to the
Library’s communities
and for
the Library’s collection management activities
2.
MAIN OBJECTIVES
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Provide a range of customer services to the Library users at service points
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Provide support in a range of collection management activities
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Contribute to the security and safety of Library materials and facilities
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Contribute to the functioning of a high performing team
3.
KEY TASKS
Main Objective: Provide a range of customer services to the Library users at service points
Key tasks may include:
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Answer information queries and refer advanced information enquiries from users to the
appropriate Library specialist
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Respond to requests for material and information from distance users
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Provide interlibrary lending and document delivery services on request

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Provide appropriate and accurate information about resources and services, one to one or via
group instruction
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Manage the circulation of Library materials
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Assist Library users with use of on line catalogues and databases and with equipment such as
microfilm readers, AV
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Register borrowers
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Copy and arrange for photocopying and reprographics orders, as required
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Monitor use of library materials by readers
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Inform users of Library materials of polices and processes including Copyright law
Main Objective: Provide support in a range of collection management activities
Key tasks may include:
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Check bibliographic selection tools to identify potentials for selection by professional staff
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Support acquisition programme as directed
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Create temporary catalogue records as required
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Assist in identifying material for de-selection according to established policies and
procedures
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Arrange, describe and process collections according to relevant policies and procedures
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Receive materials and check invoices as directed
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Participate in shelving, shelf‐ reading, moving of stock and stock security processes
Main Objective: Contribute to the security and safety of Library materials and facilities
Key Tasks may include:
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Help maintain Library security and safety and report breaches of security to the Team Leader
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Maintain records of people requiring access to building, issuing of keys and swipe cards as
appropriate
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Be responsible for opening or securing work area/ building as required
Main Objective: Contribute to the functioning of a high-performing team
Key Tasks may include:
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Undertake general administrative duties to ensure the smooth running of the unit, including
secure handling of cash and bank reconciliations, collecting and reporting of statistics,
administering room bookings and providing any other administrative assistance required
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Maintain up to date procedure manuals for all operational duties
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Assist with the training of Student Assistants
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Contribute to library projects, as required in line with the Library strategic plan
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Contribute to the setting of policy and processes relating to own area of responsibility and
other library services, as appropriate
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Actively engage in own continuing personal development in order to enhance own capability
within the role
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Pass client feedback on to Library Supervisor so that it can be appropriately and
constructively incorporated into Library planning
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Participate in activities associated with the enhancement of team performance and the
achievement of the Library’s goals
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Share knowledge and skills with library colleagues
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Undertake rostered duties as required, including some weekend and evening work

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Other duties as required
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As an employee, you are required to respect and comply with the University Health and
Safety Policies, including the reporting of hazards, injuries and incidents. Employees have
duties under the Health and Safety in Employment Act 1992 not to expose themselves, or
those in their place of work, to any risk that may result in injury or harm
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Undertake other duties as may be reasonably assigned to this position and for which the
position holder has received adequate training or introduction
4. RELATIONSHIPS
Directly responsible to:
Team Leader/Supervisor
Supervision of:
N/A
Functional relationships with:
Library staff; Academic and general staff in the
University, users of the Library
5. BUDGETARY RESPONSIBILITY
N/A
6. PERSON SPECIFICATION
Qualifications
University degree
Preferred
Experience and knowledge
Customer service experience
Essential
Experience of working in a Library or a related institution
Preferred
A high level of computer literacy
Essential
Familiarity with bibliographic databases, the Internet etc.
Preferred
Specific skills
Ability to communicate well both verbally and in writing
Essential
Problem-solving skills
Essential
Time management skills and the ability to meet deadlines
Essential
Ability to prioritise tasks
Essential
Personal qualities and abilities
Ability to work with a high degree of speed and accuracy
Essential
Ability to establish and maintain cooperative working relationships
Essential
Ability to work both independently and as part of a team
Essential
Ability to take initiative within defined parameters
Essential
A flexible attitude and the ability to adapt to change
Essential
Physically able to handle heavy and/or fragile materials securely
Essential
Commitment to the University’s Treaty of WaEssenittiaal ngi obligations
Commitment to objectivity and equity in interaction with all library users
Essential

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