ROYAL BOROUGH OF KINGSTON UPON THAMES
ROLE PROFILE
Department: Library & Heritage Service
Learning & Children’s Services
Directorate
Job Title: Library Acquisitions & Grade:
Inter Library Loans Officer
D
(36 hours – currently a job-share
post 2 x 18 hours per week)
Post Number: 492005
RELATIONSHIPS
1
RESPONSIBLE TO:
 Team Leader: Adult Services
& Acquisitions
2
MANAGEMENT RESPONSIBILITY
FOR:
None
3
IMPORTANT INTERNAL RELATIONSHIPS
 Senior Library Acquisitions Officer
 Library Acquisitions & Inter Library Loans Officer job-share partner
 Service Delivery Team
 Customer Service Supervisors and branch operational staff
 Service Development Librarians
4
IMPORTANT EXTERNAL RELATIONSHIPS
 OCLC/PICA for Unity UK ILL system
 Other authorities within the LLC LMS consortium
 British Library Inter-lending department
 Library suppliers
MAIN PURPOSE OF JOB
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To maintain the efficient running of the library’s inter-library loan system; liaising
with the Service Development Librarians on loan requirements, and on policy
with the Team Leader: Adult Services and Acquisitions
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Key participation in the delivery of the Acquisitions service.
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To demonstrate a clear understanding and commitment to RBK’s Six Steps to
Delivering our Customer Commitment and to deliver a service that puts the
customer at the centre of library service activity
Prepared by: Alison Townsend ……………Agreed by: ……………………………….
Signature Date: .................June 2012..............Signature Date: ………………………
MAIN RESPONSIBILITIES/DUTIES OF JOB
Communications
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Encourages and actively engages in positive cross-communications and team working,
particularly working with the professional teams to deliver an integrated service
Communicates clearly and appropriately with the public and colleagues
Knowledge
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Ensure that you develop your own knowledge and expertise and it is up to date and
effectively transferred to team members
Operational
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Sole responsibility for obtaining stock for Kingston Library service through inter-library
loan including specialist items such as music score sets, while maintaining an
awareness of request supply times, and contributing to the annual CIPFA statistics.
Operating the UNITY UK service to track materials for loan and maintaining records
essential to the running of the service.
Liaising with Unity UK staff and other regional and national bureau staff in the provision
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of the service.
Advisory role to Library and Heritage staff regarding all aspects of inter-library loan, and
with customers directly by phone.
Advising staff on the rate of charge for inter-library items within the Fines & Charges
guidelines.
Training other staff in the use of the UNITY UK system.
Preparing reference stock and keeping records of Standing Orders under the
supervision of the Service Development Librarian: Information & E-Resources. Querying
with suppliers regarding unfulfilled orders and any servicing queries.
Adding requisitions on OpenGalaxy, importing and creating records as required
Unpacking and verifying new stock , which involves lifting, and receipting, completing
and paying orders on Open Galaxy.
Highlighting any technical or operational issues on OpenGalaxy affecting the delivery of
the Acquisitions service to the Team leader: Adult Services & Acquisitions
Dealing with phone calls for the Acquisitions Team
To actively promote and work in accordance with RBK Equal Opportunities, Health and
Safety and other relevant policies.
To undertake any other duties as may be required commensurate with the nature of the
post
The duties of this post may change over time. The postholder is expected to monitor
such changes and, in conjunction with the line manager, prepare appropriate changes to
the job description.
Be a key holder for the section and open up and lock up the Surbiton library annexe
relating to Acquisitions if needed.
Customer Care
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To demonstrate a clear understanding and commitment to RBK’s Six Steps to
Delivering our Customer Commitment and to deliver a service that puts the customer
at the centre of library service activity
To communicate courteously and effectively with all customers in person, on the phone,
by email or letter, seeking ways in which to meet their requirements
To answer customer enquiries referring complex enquiries to relevant staff in the
specialist professional teams or the Team Leader: Adult Services & Acquisitions
To use ICT including the Library Management System, the Council’s website and other
electronic resources to answer customer enquiries
Performance
To contribute to the following tasks
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The delivery of library outcomes and targets set out in the annual Service Plan
The accurate and auditable recording and collection of statistical data from UNITY UK
system as required
Learning and Development
To take a lead on these tasks
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Training staff in the use of the UNITY UK system and inter lending procedures
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Training and supporting new staff in the use of the LMS in relation to Acquisitions
procedures
Data Protection
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To be aware of the Council’s responsibilities under the Data Protection Act 1998 for the
security, accuracy and relevance of personal data held on library systems and ensure
that all administrative and financial processes comply with this
To maintain customer records and archive systems in accordance with library policy and
procedures and statutory requirements
Health and Safety
To contribute to the following tasks

Health & Safety in the Acquisitions section working with the Team Leader: Adult
Services & Acquisitions and the Library Service Delivery Co-ordinator to ensure
statutory compliance
General
 To develop, update and act on own personal development plan
 To provide support and share knowledge with colleagues in front line services and to
provide cover as required
 To work in accordance with RBK‘s Equal Opportunities, Health & Safety, relevant
policies and legislation
 Act as a role model for the fair and respectful treatment of others
 Actively challenge discrimination and disrespect where necessary
 Any other duties commensurate with the grade of the post, as may be required from time
to time.
ROYAL BOROUGH OF KINGSTON UPON THAMES
An equal opportunities employer
PERSON SPECIFICATION
Job Title: Library Acquisitions & Inter Library Loans Officer
Post No: 492005
Grade: D
Essential
Desirable
Qualification
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Good all round education to GCSE standard or
equivalent. To include Maths and English Language
Experience of:
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Experience working in library or administration work
Knowledge of:
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Understanding of good customer care
Books and reading
Knowledge of library management systems and
Microsoft Office applications
Knowledge of the Data Protection Act 1998 and how it
applies to library services
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Other
Requirements:
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Ability to work flexibly to meet operational
needs
Ability to:
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Ability to work on own initiative and to work successfully
as part of a team
Ability to prioritise work, work under pressure and meet
deadlines
Ability to communicate effectively with different types of
people, including customers, colleagues, staff in other
authorities and library suppliers
Ability to use ICT including proficient computer and
keyboard skills
Ability to manage the Inter Library Loan service on behalf
of Kingston Library & Heritage service
Ability to answer customer and staff enquiries using ICT
resources, including the Library Management System,
UNITY UK, and other electronic resources
Ability to train staff in relevant Acquisitions and Inter
library loan procedures and policies
Willingness to study for the ECDL qualification
Lift and carry boxes, within recognised Health and Safety
guidelines.
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Meets the following criteria as set out in the One Council
Leadership and Management Framework:
Delivering Services
A levels
ICT
qualification
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Recognises financial pressures and the need to provide value
for money and maximise return on investment
Identifies and is responsive to customer needs, working with
them to provide innovative solutions
Consistently displays commitment to a ‘One Council’ way of
working
Recognises the role that technology plays in improving the
service
Personal Effectiveness
 Demonstrates a high level of personal drive and energy that
sets an example to others
 Displays a commitment to own personal development and
learning
 Actively promotes a culture that values equality and diversity
 Is flexible and adaptable to changing goals and
circumstances
 Anticipates and responds proactively to organisational
change
 Continuously looks for ways to improve services and
develop new ways of working
Other
Requirements:
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Has a strong commitment to following our Six Steps to
working as One Council:
1. Recognise the need to continually learn and adapt.
2. We willingly share our knowledge and learning with
others
3. We work collaboratively across teams, services and
partner organisations
4. Looks for ways of improving what we do and how we
do it
5. We are comfortable with new technology and modern
methods of working
6. We are determined to make a difference to the lives
of our customers
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Has a strong commitment to following our Six Steps to
delivering our Customer Commitment:
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We go out of our way to get it right first time
 We listen, understand and deliver
 We respond positively and politely
 We respect each customer as an individual
 We take responsibility for the customer’s issue or
problem
 We work as a team to deliver the solution