Main Duties

• Use library management systems and supplier databases to identify and order print and electronic library materials, to track orders, and to check and receipt newly purchased stock. Liaise with colleagues and suppliers as needed to resolve queries.
• Create, edit, and review university reading lists using library management systems.
• Use library management systems and external library catalogues to process and fulfil inter-library loan requests from university staff and students, including ordering, receipting and returning loaned items, monitoring progress of requests, and liaising with library users and suppliers to resolve queries.
• Work with spreadsheet reports to create orders, update library systems and collate information
• Act as a point of contact to provide accurate, timely information and advice to staff and library users on team processes, procedures, and content acquisition issues. Queries will be owned from initial contact to resolution. This will include recognising when queries need to be referred elsewhere.
• Process invoices in compliance with Library and University financial procedures in preparation for payment and accurately record details on the library management system. Check invoices for accuracy and refer any problems to a manager. Retrieve missing invoices from supplier platforms as required.
• Regularly communicate relevant information to colleagues, including senior team members and Library and Learning Resources managers, and content suppliers.
• Maintain working relationships with key stakeholders, such as library colleagues, university staff and suppliers.
• Provide training for new team members and other Libraries and Learning Resources staff.
• Review processes and tasks and proactively offer suggestions for improvement, sharing best practice as appropriate.
• Actively participate in wider Libraries and Learning Resources and University activities and projects as required.
• Undertake other duties commensurate with the grade which may be reasonably required.
• Supports equality and values diversity, moderates own behaviour to avoid unfair discriminatory impact or bias on others.

Required Knowledge, Skills, Qualifications, Experience

• GCSEs to a minimum of grade C/4 in both English and Mathematics (or equivalent level 2 qualification)
• Strong numeracy and literacy skills
• Excellent communication skills, both verbal and written, including listening and questioning skills
• Excellent interpersonal skills
• Good level of IT literacy, including confidence in using a range of standard applications, e.g. Microsoft Word, Excel, etc., and the ability and willingness to develop these skills further, and to learn and adapt to new technologies
• Experience of using and maintaining complex and specialist systems and processes, e.g., library management and discovery systems, supplier platforms and third-party databases
• Ability to work with accuracy to required standards and deadlines, and demonstrate attention to detail
• Good organisational skills with the ability to plan own work
• Demonstrable ability to work both independently and on your own initiative, and as part of a team
• Ability to work reliably and flexibly in a busy environment
• Experience of handling and resolving customer enquiries
• Knowledge or experience of library work, the book trade or publishing industry is desirable
• Understanding of the importance of equality and diversity in the workplace
• Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures

Dimensions

You will not be required to line manage anyone in this role or manage a budget. You will provide training and guidance relating to your team’s activities to other Libraries and Learning Resources staff.

Planning and Organising

Advice is available but most work is done independently. You will be expected to manage your own time, anticipating and prioritising your own workload to meet deadlines and ensure both the required standard and continuity of service. As part of this you will balance the need for accurate and professional work against the need to meet targets.

Problem Solving and Decision Making

You will be working under the direction of a senior manager, but with some autonomy to deliver the outputs required. You will be working within the framework of existing policies, processes and procedures for the University and the Department. You will, however, take day-to-day decisions on what advice to give and how to resolve queries that arise. You will be expected to refer queries on as appropriate.

Internal and External Relationships

You will establish and maintain constructive working relationships with other team members and colleagues across Libraries and Learning Resources, communicating professionally with colleagues at all levels. You will also be expected to liaise with wider University staff, students, and library suppliers with an expectation of maintaining good working relationships with all.

Informal Enquiries

Andrew Loverock
Email: a.loverock@bham.ac.uk

View our staff values and behaviours here

We believe there is no such thing as a 'typical' member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is one of our values. You can find out more about our work to create a fairer university for everyone on our website.