The post of Senior CMS Assistant is a diverse back office role, supporting the day-to-day operational functions of the team - making available both physical and electronic resources for our libraries., You will be part of a team ensuring that the library services:
* are delivered in a customer friendly and customer focussed way, in line with the Library Service Promise;
* are responsive to the changing needs of University staff, students and those of our partner NHS Health Board/Trusts;
* support the University's teaching, learning and research programmes;
* support the University's "Way Forward" strategy ( Deal with enquiries and liaise with other parts of the library service, other departments and Academic Schools to fulfil service needs;
* Work with others to make recommendations for the development and improvement of current University processes and procedures;
* Create good working relationships with key contacts to help improve service levels;
* Undertake a variety of administrative duties to support the team and department;
* Actively contribute to the success of the team and support the supervision and management of it.
Specific Duties
* assist the Head/ Deputy Head of Collection Management/Assistant Acquisitions Librarian with the day to day supervision and operation of Collection Management Services;
* participate in library service working and project groups (this may include arranging meetings and taking minutes as a group member);
* support the provision of an effective Collection Management Service (CMS);
* assist with bibliographic checking;
* review and process new book orders;
* import records into the library catalogue from remote bibliographic databases;
* assist with catalogue maintenance, amending bibliographic holdings and item records as required;
* assist with the creation and maintenance of Excel spreadsheets for purposes of financial monitoring;
* assist with the processing of invoices;
* assist with the collection and collation of electronic resources usage statistics;
* collect, collate and analyse data to inform decision making;
* take responsibility for receipt, cataloguing and of Cardiff University theses;
* support reading list provision.
General Duties
* ensure that an understanding of the importance of confidentiality is applied when undertaking all duties;
* uphold the Professional Services Values & Behaviours and local equivalent (where applicable);
* actively contribute to the provision of outstanding/excellent customer service in line with the University Library Service's Customer Care Promise and Customer Service Excellence Award;
* Abide by University policies and undergo personal and professional development;
* Ensure the ULS regulations are observed;
* Perform other duties occasionally which are not included above, but which will be consistent with the role.
The post-holder will be flexible, adaptable, and able to work under their own initiative to deal with a variety of tasks on any given day., 1. Evidence of working effectively in a library service, customer service or administrative role, with the ability to carry out a variety of administrative tasks, including writing clearly and concisely.
2. Ability to communicate with a wide range of people effectively and courteously whilst maintaining professional standards, adapting your language and style of communication depending on who you are communicating with, applying confidentiality and discretion.
3. Experience of using common office IT packages (e.g. MS Word, Excel, e-mail etc.).
4. Ability to set up and maintain standard administrative systems and procedures, including using University systems to collate and record data online and in hard copy. (Training will be provided where required).
5. Ability to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and members of the public) as appropriate.
6. Ability to plan and organise your own workload within agreed timelines as set by your manager/supervisor.
7. Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary.
8. Ability to use your initiative to solve problems and respond to queries, finding and proposing the best solution.
9. Commitment to Continuing Professional Development (CPD), with a willingness to participate in training activities, including IT, and demonstrating evidence of a flexible approach to a continually developing role.
10. Evidence of a flexible approach to a continually developing role.
Desirable Criteria
11. Knowledge of electronic resources e.g. e-books, electronic journals and databases.
12. Evidence of working in a publishing/book trade environment.
13. Ability to speak/understand Welsh or a willingness to learn.
Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds. We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements., Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English., The University Library Service is one of number of departments within Cardiff University's Professional Services.
The University Library Service is part of the University's Department of Academic and Student Support Services.
The University Library Service consists of multiple libraries across Cardiff University, providing access to 1.1 million printed books, access to more than 1.5 million online books, journals and resources, and an extensive range of rare and historical books and archives. Each library operates in close co-operation with its academic schools to ensure that the services they offer continue to meet the needs of all teaching, learning and research groups. The University Library Service also delivers services to Cardiff and Vale University Health Board, Velindre University NHS Trust, and the NHS Wales Library and Knowledge Service Partnership.
As well as housing printed and electronic books and journals, the libraries also offer many services to enable specialist research, including the SURE team of systematic reviewers and unique research collections such as Special Collections and Archives, the European Documentation Centre, and other archive facilities.
The University Library Service is committed to excellent customer service. The Library Service has been awarded the 'kitemark' of the UK Government's national Customer Service Excellence ® standard, which recognises that customer service is at the centre of our services. We are committed to providing a service which is friendly, helpful and responsive to the needs of our customers and do everything reasonably possible to ensure the reliability of our services.
The CMS team are currently based in McKenzie House on Newport Road, Cardiff but by the end of 2024, will be relocating to the Health Library located at the Heath Park (University Hospital of Wales) campus in Cardiff.
This roles are eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you can also choose to spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.
Both posts are full time, 35 hours and fixed term until 31st July 2025.
Salary: £23,700 to £24,533 per annum (Grade 3),
* I am aware of my own behaviour and how it impacts on others
* I work co-operatively with others and share relevant information to achieve objectives
* I consider the wider benefits to our customers
* I share problems and seek solutions that work for everyone
Consistency and excellence
* I provide an excellent service to external and internal customers
* I suggest areas of improvement when processes could be enhanced
* I do not act without consideration of the needs of my colleagues and customers
* I do not avoid difficult tasks that would add best value for my customers
Learning
* I show commitment to my own development including new technology
* I acknowledge mistakes, look for solutions and learn from that process
* I work creatively to analyse problems and develop innovative and workable solutions
Efficiency
* I plan and organise my workload to ensure that meaningful activities are prioritised
* I make effective use of available resources including people, information, data, technology, networks and budgets
* I see change as an opportunity and am receptive to new ideas
Inclusion
* I respect the views and opinions of others
* I demonstrate a commitment to diversity, equality and inclusion and value difference
* I support colleagues and consider and adapt my approach
* I maintain a healthy work life balance and support others to do so
* I do not disrespect or ignore the views of others
* I do not fail to consider the effect of my language and behaviour on others at all times
* I do not ignore the value of a diverse university