THE NATIONAL INSTITUTIONS OF THE CHURCH OF ENGLAND
MANAGING EMPLOYER: CC
LAMBETH PALACE LIBRARY
JOB PROFILE
JOB TITLE:
Library Administrator
GRADE:
6
LOCATION:
Lambeth Palace Library, Lambeth Palace, London, SE1 7JU
ACCOUNTABLE TO:
Librarian and Archivist
KEY RELATIONSHIPS:
Librarian and Archivist; Senior Archivist, Senior Conservator, Senior
Librarian; Director of Libraries and Archives; Accounts team leaders;
library and archive staff Trustees and Friends committee members.
BACKGROUND:
Lambeth Palace Library (www.lambethpalacelibrary.org), founded in 1610,
is the historic library and record office of the Archbishop of Canterbury.
It is an academic research library, specialising in ecclesiastical history, but
with far wider-ranging archive, manuscript and printed collections, dating
from the ninth century to the present day.
The Library holds around 200,000 printed books (over 30,000 dating from
before 1700), over 5000 manuscripts (600 of which are medieval), and
large quantities of archives. The Library continues to receive the official
papers of the Archbishops of Canterbury.
The Library serves a range of users, both from the UK and internationally,
in its Reading Room through enquiries, its online resources and outreach
work. The Library uses CALM for Archives collection management
software.
The Friends of Lambeth Palace Library are an independent charity,
founded in 1964, who support the library, primarily through grants to
support acquisitions, cataloguing and conservation. They hold a number
of events at Lambeth and elsewhere each year.
JOB SUMMARY:
To be the first point of call for all those contacting the library, proactively
organising user facing library activities. Provide effective and efficient
administrative support for the Library and its senior staff.
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MAIN DUTIES AND RESPONSIBILITIES:
Outreach
 Acting as first point of welcome for the library both by phone and face to face, dealing
professionally and tactfully with people at all levels who make contact with the library,
including senior academics, potential donors, Friends of the Library, the general public etc.
 Managing requests for tours and Library visits, organising tours and supervising groups visiting
the library.
 Researching and drafting letters on behalf of the Librarian to e.g. potential donors;
organisations requesting loans, handling these with tact and discretion while maintaining good
relationships with such individuals and organisations.
 Creating promotional and presentational material in various formats, including assisting with
the production of the library Annual Review and organising design and printing through third
parties when needed.
 Organising meetings and visits and assisting with exhibitions. Preparing and setting up for
events including booking rooms, guest lists, security lists, welcoming guests and organising
hospitality. Liaising with other NCI colleagues as necessary to ensure events run smoothly.
 Organising mailshots for Library and Friends events, liaising with printers and mailing
companies.
Administration
 Managing filing systems across Lambeth Palace Library by making sure there is proper
management of electronic and paper records in line with the library retention schedule.
 Diary management of senior staff and maintenance of Library general calendars.
 Ordering and maintaining stationery supplies and other office equipment including recycling.
 Liaising with equipment suppliers and ensuring that all equipment is properly and regularly
maintained.
 Providing administration of library committees by assisting with preparing and despatching
Committee papers (Trustees, Advisory Panel, Friends executive committee, etc.); organisation
of meetings; and minute writing. Supporting administration of internal library meetings as
needed including arranging rooms and booking refreshments
 Organising and co-ordinating library staff trips and visits including checking routes, purchasing
tickets and booking accommodation.
 Managing incoming and outgoing mail.
 Co-ordinating staff training needs including responsibility for local induction training.
Budget/Accounts
 Managing Library financial administration including recording and banking of all incoming
cash and cheques for the library, library Trustees and Friends.
 Monitoring the finances including regular income and expenditure analysis and reporting to
the Librarian and Archivist & senior staff meetings.
 Preparing budget reports for the Library; Trustees; and Friends accounts and ensuring that
appropriate standards are adhered to.
 Creating and processing purchase orders and requesting invoices through the NCIs’ financial
system.
 Administering Reprographics orders and invoicing including monitoring and chasing
payments.
Premises
 Acting as first point of contact with Palace Events staff for use of the Great Hall.
 Act as first point of contact for the library, liaising with and if necessary supervising
maintenance visits (e.g. fire system, copier engineers) and others on the library premises.
 Liaising with Palace staff over all minor maintenance issues including repairs and cleaning.
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Organising new or changed keys/security fobs. Logging and chasing issues to ensure all
matters are promptly dealt with and resolved.
Co-ordinating internal office moves, including furniture and other equipment requirements.
Ensuring the smooth running of staff common room functions.
Sharing in responsibility for maintaining Library security and preservation of the collections.
The main duties and responsibilities of your post are outlined in your job description. This list is not
exhaustive and is intended to reflect your main tasks and areas of work. Changes may occur over time
and you will be expected to agree any reasonable changes to your job description that are commensurate
with your banding and in line with the general nature of your post. You will be consulted about any
changes to your job description before these are implemented.
PERSON SPECIFICATION:
Essential
Skills/Aptitudes:
 Good organisational skills and ability to prioritise a variety of tasks, meet deadlines and work
calmly under pressure
 Good communication skills both orally and in writing
 Ability to maintain and develop office filing systems (paper and electronic)
 Ability to analyse and report on income, expenditure and budget information to a non-financial
audience
 To have demonstrable IT knowledge, including Microsoft Office Suite, especially Excel, Outlook
and Word
 Ability to work on own initiative and think logically and creatively to solve problems
 Ability to work collaboratively as part of a team and to support other colleagues as needed
Knowledge/Experience:
 Experience in dealing with members of the public/in a customer facing role including dealing with
very senior staff and major donors
 Experience of letter drafting where tact and discretion are required
 Experience of drafting and presenting information in simple to understand ways
 Budgeting, book-keeping and accounts work including reporting and presenting financial
information in an easily comprehensible format
 Experience of working with accounting systems such as SAP
Personal Attributes:
 Self-motivated and proactive
 Sensitive, diplomatic and able to handle confidential matters
 Confidence in dealing with the general public
 Interest in working in the cultural sector, particularly in libraries and archives
Education:
 The ability to research and draft complex written correspondence and analyse and report on financial
data
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Desirable
Knowledge/Experience:
 Experience in an arts or cultural organisation
 Organising and administering events
 Proven experience of supporting committees and their administration
 Use of publishing and design packages
GENERAL CONDITIONS:
Diversity
We understand the benefits of employing individuals from a range of backgrounds, with diverse cultures
and talents. We aim to create a workforce that:
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values difference in others and respects the dignity and worth of each individual
reflects the diversity of the nation that the Church of England exists to serve
fosters a climate of creativity, tolerance and diversity that will help all staff to develop to their full
potential.
We are committed to being an equal opportunities employer and ensuring that all employees, job
applicants, customers and other persons with whom we deal are treated fairly and are not subjected to
discrimination. We want to ensure that we not only observe the relevant legislation but also do whatever
is necessary to provide genuine equality of opportunity. We expect all of our employees to be treated
and to treat others with respect. Our aim is to provide a working environment free from harassment,
intimidation, or discrimination in any form which may affect the dignity of the individual.
Standards of Behaviour and Conduct
Staff are expected to act at all times with due consideration for others and in a manner befitting their
position as employees of the Church and as professionals, whatever their job.
Health and Safety Responsibilities
The NCIs take Health and Safety at work very seriously and require their staff to familiarise themselves
with, and follow, their policy.
Confidentiality
Staff must not pass on to unauthorised persons, any information obtained in the course of their duties
without the permission of their Head of Department.
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TERMS OF EMPLOYMENT:
Starting Salary:
Salary starts at the probationary point of £24,723 per annum. On
satisfactory completion of the probationary period the salary will rise to
the standard point for the band £26,320 per annum.
Pension Contributions:
Non-clergy staff will be admitted to the Church Administrators Pension
Fund (CAPF, DC Section). Clergy already in the Church of England
Funded Pensions Scheme (CEFPS) will have the option of either
remaining in this scheme or joining the CAPF scheme.
There is no contracting – out certificate under the Pension Schemes Act
1993 in force for this employment in relation to the CAPF and CEFPS.
Both CAPF and CEFPS members are contracted-in to the State Second
Pension.
Hours of Duty:
Normal hours of work are 35 per week, Monday to Friday with an hour’s
unpaid break for lunch.
Annual Leave:
25 days paid leave per leave year. This is exclusive of public holidays and
additional holidays approved by your employer.
Season Ticket Loan:
Staff are eligible to apply for an interest-free travel season ticket loan for
their journey to and from work.
Contract:
The post is offered on an open-ended contract, subject to a six-month
probationary period.
Closing date for receipt of applications: Sunday 21st February, 2016 (midnight)
Please note, if you have not heard from us within 3 days of the interview date, you have been
unsuccessful in your application.
Interviews: Thursday 10th March 2016
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