Senior Library Assistant

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Detailed job description and main responsibilities
Provide proactive face to face customer service. Assist library users to use the library facilities. Take and resolve information enquiries face to face, by telephone and by email. Use critical analysis skills to understand the needs of each individual.

Use the computerised library management system to issue, return and renew library item. Maintain the integrity and security of items in the library collections. Communicate with library users, through a range of tools, to ensure that they return items on time. Staff the enquiry desk as required to undertake these tasks.

Enrol new members to the library. Providing introductions to the service based on the needs of the individual. Adapt communication style to suit each situation. Accurately input data into the library management system adhering to information governance polices.

Support library users in their search for evidence and information. Provide advice and training in the use of the library catalogue, databases and electronic resources. Retrieve digital and physical resources as required. Retrieval of some older physical items will be from archive which can be a dusty environment.

Use critical analysis skills to identify requirements of library enquiries and use the correct resources to provide accurate and relevant information. Be able to relay complex information to library users at different levels of understanding both individually and in small groups.

Support library users to access computers and IT systems in the library. Adhering to Trust information governance policies, work with colleagues in IT and the Clinical Systems Team to resolve any problems.

Meet library user requests for articles, reports and books outside of the collection. Locate resources and submit requests to other libraries to meet these requests. Follow procedures to track and chase the progress of outstanding requests. Ensure delivery of the right information, to the right people at the right time. Develop a network of regional and national contacts. Build relationships with colleagues in NHS Trusts, The British Library, publishers and NHSE. Adapt each request to achieve the most efficient delivery every time.

Meet requests from other NHS libraries for articles and books held in the collection. Ensure prompt turnaround times. Maintain spreadsheet recording the supply of requests in line with Copyright regulations.

Support colleagues undertaking research. Provide horizon scanning and literature search services. Collate and present the results in a clear and user friendly. Make introductions following horizon scans where possible. Attend Research and Innovation meetings. Track staff publications and maintain a database of these. Collate and present publication statistics.

Promote the Knowledge and Library Service through social media channels, website and internal networking opportunities.

Process requisitions, delivery and goods received notifications. Ensure accuracy and effientcy when processing goods received. Liaise with suppliers and payments team to resolve problems. Working with the Knowledge and Library Service Strategic Manager to stay within budget.

Design and produce promotional materials by utilising available software. Ensure that all library material is within accessibility and Trust style guidelines. Develop an annual plan for content review of all library promotional literature.

Prepare and process new books and other library resources. Follow regional policies to catalogue new items. Ensure accuracy and consistency in the library management system.

Provide supervision and training for the Library Assistant to support the efficient delivery of knowledge and library services.

Attend study days, courses and training activities in line with mandatory requirements and agreed objectives.

With the support of the Library Assistant plan and produce library displays. Displays will highlight Trust values, awareness days and library priorities.

Lead the Culture Café to promote a culture of understanding across the Trust. Plan, promote and lead sessions. Collate feedback and use this for future session planning.

Organise internal events and exhibitions to promote the Knowledge and Library Service.

Write guidance notes for using library tools and resources. Develop best practice and share it with the team and colleagues in the wider region.

Input into the regular review and update of library policies and procedures to include health and safety, fire, information governance and copyright. Ensure all these polices and procedures are adhered to.

Assist the Deputy Library Manager in the handling of cash received. Ensure that library procedures follow the Trust's Standing Financial Instructions. Maintain accurate records. Ensure leaflets and literature are current and accessible to those who need it.

Produce quarterly newsletter to promote and celebrate Knowledge and Library Services.

Support the Library Assistant to manage temporary collections on loan from public library. Collections located in the library and on Dolphin Ward.

Take responsibility for the safe use and maintenance of library equipment. Equipment includes rolling shelving, step ladders, computers, self-service equipment, adjustable chairs and an adjustable desk.

Take or transcribe minutes at team meetings and any other meetings as required.

There is a frequent requirement to exert light physical effort for several long periods during a shift for example rolling shelving, moving books or journals, step ladders, computers, self- service equipment, adjustable chairs and adjustable desks.

Person specification

Qualifications
Essential criteria

• 5 GCSE passes at grade C or above (or equivalent)
• NVQ Level 3 in library work, or in customer services, office administration or similar. Equivalent experience may be acceptable

Knowledge
Essential criteria

• Excellent communication and interpersonal skills - able to use all methods of communication.
• Strong administrative and organisational skills.
• Highly competent in the use of IT systems for an office based environment.
• Understanding of knowledge and library services and how they fit into healthcare in the UK
• Understanding of the challenges faced in implementing knowledge and library services in clinical settings

Experience
Essential criteria

• Working in a library, office or customer service environment.
• Dealing with customer or colleague enquiries and understanding their needs.
• Producing marketing material for social media promotion.
• Experience of building relationships and working across a range of stakeholders

Skills
Essential criteria

• Prioritisation of workload and ability to work effectively with constant interruptions to support library users.
• Able to communicate effectively with staff and external contacts at all levels
• Experience of database and spreadsheet use

Values Based Question
Essential criteria

• Give an example of a time when you have gone the extra mile to help someone

Please note that we do not accept applications via CV or recruitment agencies.

This post will close before the intended closing date should sufficient number of suitable applications be received. Therefore, if you are interested in applying for this role, we suggest that you do so at the earliest opportunity.

Applications are welcomed from applicants who wish to apply for a position on the basis of a smarter or flexible working arrangement. Where candidates are successful at interview, such requests will be taken under consideration and accommodated where the needs of the service allow.

We welcome applications irrespective of people's age, disability, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances. We have policies and procedures in place to ensure that all applicants are treated fairly and consistently at every stage of the recruitment process, including the consideration of reasonable adjustments for people who have a disability.

All staff no matter where they work or which age group of patients they work with must be aware of their responsibility to act when they feel a child, young person or vulnerable adult has been or is at risk of abuse.

We are a fully non-smoking Trust. Smoking is completely prohibited in all Trust buildings, grounds and car parks for patients, visitors, staff and contractors.

This Local Employment Partnership Employer shares information about new starters with Jobcentre Plus, for statistical purposes only.

After applying via NHS Jobs, your submitted application will be imported into our preferred third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. If you are appointed to a post, information will also be transferred into the NHS Electronic Staff Records system.

You will not be able to track the progress of your application or receive messages through NHS Jobs, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via NHS Jobs. If you have a query relating to your application, please contact the Resourcing Team on 01634 830000.

If you have not heard from us within 21 days of the closing date, please assume that you have not been shortlisted on this occasion.

We wish to stress that no discourtesy is intended in following such a procedure, and you should not let this deter you from future applications.

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Documents to download

• Senior Library Assistant Job Description ( PDF , 808.3 KB )