Digitisation and Open Access Services Archivist,
James Hardiman Library – Ref 007488
Contents
Page Number
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Background to Post
4
Job Description
5
Information on James Hardiman Library
8
Application Procedures
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National University of Ireland, Galway
James Hardiman Library
Applications are invited for the following full-time temporary post:
Digitisation and Open Access Services Archivist (1-year contract from 1
September 2013)
The Digitisation and Open Access Services Archivist will report to the Head of
Customer Focus and Research Services. S/he will work as part of the Library staff
team and deliver and manage the daily operation of the Library’s digitisation and
open access publishing services.
The successful candidate should have:
 a degree plus a professional archival qualification accredited or recognised
by the Archives and Records Association.
 relevant experience at professional level in a similar role, preferably in an
academic/research information environment
 excellent IT skills, preferably including work with databases and interfaces
 experience of managing staff and projects
 proven ability to work well as part of a team
 excellent interpersonal and written/verbal communication skills
Salary Scales
Assistant Librarian Grade 2: €35,861.0 x 7 = €44,373 p.a.
Assistant Librarian Grade 1: €42,477 x 5 = €50,860 p.a.
(This appointment will be made on the above scale in line with current Government pay
policy)
(For pre 1995 public sector entrants in Ireland, the D class Salary rates will apply).
Closing date for receipt of applications is midnight (GMT) on Thursday, 6 th June
2013. It will not be possible to consider applications received after the closing
date.
For more information and Application Form please see
website: http://www.nuigalway.ie/about-us/jobs/ Applications should be submitted
online.
Please note that appointment to posts advertised will be dependent upon
University approval, together with the terms of the Employment Control
Framework for the higher education sector.
National University of Ireland Galway is an equal opportunities employer.
Background to Post
This post arises from a career break and offers an exciting opportunity to develop further
and deliver the James Hardiman Library’s digitisation and open access publishing
services. Both services were established in 2008 and have established themselves as vital
to the University’s research mission. The Library is home to the Abbey Theatre archive
digitisation project (www.nuigalway.ie/abbey-digital-archive-partnership), the largest
such project in the world. Support for this and other projects is based in the Digitisation
Centre, described at
http://www.library.nuigalway.ie/support/supportforresearchers/digitisationcentre/. The
range of equipment in the Centre enables digitisation of material in many formats and
this is the basis of a range of digital exhibitions. ARAN (aran.library.nuigalway.ie) is the
University’s institutional repository, delivering open access to over 2000 research
publications from NUI Galway. These include peer-reviewed journal articles, conference
publications, working papers and doctoral theses.
The post requires a significant service coordination role and has strong linkage with a
range of Library services and functions. These include Research Services with regard to
advocacy to the academic community and the digitisation of special collections and
archival material, Information Access and Learning Services for the development of
metadata standards and the delivery of digitised course readings, and Library Systems
with respect to technology issues. Externally, there are key relationships with the Irish
universities in the development of institutional repository services and with other
agencies in the promotion of digitisation initiatives and the establishment of policies.
Particular responsibilities for the post holder include the establishment of workflows and
standards, deployment of metadata and enhancement of access through highly functional
interfaces. There is a strong emphasis on quality control, effective service delivery and
partnership with a range of parties, including academic staff, the research community
and external agencies. Service promotion is a key area and the Library uses a range of
contact points, including social media and online exhibitions
(http://www.library.nuigalway.ie/collections/archives/digitisedarchives/).
A new Arts, Humanities and Social Sciences Research Building, adjoining the
Library, will open shortly. This includes excellent facilities for access to, and
digitisation and storage of, archives and special collections. Scholars will enjoy
state-of-the-art reading and seminar rooms, as well as collaborative spaces and
exhibition areas. The post holder and other Research Services staff will be based in
this building.
Further information about the Library is available at http://www.library.nuigalway.ie/
and also at the end of the job description following.
Please note: The job description which follows reflects the core activities of the
role, and as the University and the post holder develop, there will inevitably be
changes in the emphasis of duties. It is expected that the post holder will
recognise this, and adopt a flexible approach to work and be willing to participate
in training.
JOB DESCRIPTION FORM
Please use Block Letters
REF: HR 29(a), Rev. 1
JOB DESCRIPTION
1. Job Title
Discipline/Section
Digitisation and Open
Access Services Archivist
Is post Permanent or a
Contract?
Library
Current Job Holder
Contract (One year, from 1
September 2013)
2.
Role Relationships
The Digitisation and Open Access Services Archivist will report to the Head of Customer
Focus and Research Services. S/he will work as part of the Library staff team and will
have specific job contact with:
University Librarian
Academic Staff
Research Students
Archives and Special Collections Staff
Abbey Theatre Archive Digitisation Project Staff
Library Systems, Cataloguing and Research Services Staff
Graduate Studies Office
Research Office
Other Library and University staff
There will be general contact with:
Service suppliers, working groups and professional bodies
Organisation chart:
3. MAIN PURPOSE OF JOB:
To deliver and manage the daily operation of the Library’s digitisation and open access
publishing services.
4. MAIN DUTIES AND RESPONSIBILITIES:

Digitise archival and other material in multiple formats in accordance with
recognised standards, ensuring their publication and long-term preservation in
widely accessible formats

Ensure compliance with copyright and licencing requirements

Deploy, in collaboration with Cataloguing and other staff, appropriate metadata
schemes and standards to describe material

Work with Library Systems and other staff to deploy databases, digital asset
management systems, interfaces, programs and applications to enhance access
to, and use of, research output and other digitised or born-digital material

Manage the inflow of content to the ARAN institutional repository and other
systems, ensuring optimal workflows, description, recording and embargo periods

Write documentation for service definition, policies, user and contributor support

Collaborate with national groups to agree and implement standards

Maximise interoperability with other systems

Engage with, and participate in, digital humanities initiatives

Create and publish and coordinate digital exhibitions to engage audiences

Explain complex technical issues to less specialist audiences

Manage projects based on the PRINCE 2 system used by the Library

Supervise and develop any assigned staff

Ensure quality control, accuracy and prompt service delivery

Record and analyse activity statistics

Manage access to digitisation and other equipment and ensure its full
functionality

Keep abreast of digital initiatives, emerging standards, projects and activities at
national and international levels

Contribute actively to Library-wide activities, including working groups, and to
wider professional activities in the University and externally

Participate in the evening/weekend duty roster as required

Perform other duties as may be assigned by the University Librarian.
5. REQUIREMENTS:
Qualifications

A degree plus a professional archival qualification accredited or recognised by
the Archives and Records Association
Skills and Experience





Relevant experience at professional level in a similar role, preferably in an
academic/research information environment
Excellent IT skills, preferably including work with databases and interfaces
Experience of managing staff and projects
Proven ability to work well as part of a team
Excellent interpersonal and written/verbal communication skills
Attributes




Strong customer focus and commitment to quality service
Ability to produce accurate, high-quality work to tight deadlines
Self-motivation, initiative and a flexible approach to change and work demands
Analytical and business-like approach
National University of Ireland, Galway
James Hardiman Library
Background Information for Applicants
The James Hardiman Library
The Library of National University of Ireland, Galway, is named after James Hardiman,
born in 1782, noted antiquarian and author of the standard history of Galway and
other works and first Librarian of the College (1849-1855). The Main Library building
was completed in 1973. It is purpose-built, but has undergone subsequent
extensions, and now offers approximately 9,500m2 of space on three floors over
basement, including a new Nursing and Midwifery Library extension which was opened
in 2009. There are almost 2,000 study spaces, most of which are in the Main Library.
The Medical Library is located in the Clinical Sciences Institute at University College
Hospital. An Arts, Humanities and Social Sciences Research Building adjoining the
James Hardiman Library will open during 2013.
Collections
Collections number ca. 480,000 monographs, of which approximately half are in
secondary storage. Recent years have seen a strong thrust towards electronic access
and more than 30,000 full-text electronic journals and 450,000 e-books are available
to Library patrons. The Library is a beneficiary of the statutory deposit provisions of
the Copyright Acts (1963 & 2000). The Library is a designated European
Documentation Centre. The Collection Management Policy of the Library is at
http://tinyurl.com/63z4yn3
Archival holdings include the Douglas Hyde manuscripts, Galway’s municipal
records dating from 1484, the literary archive of John McGahern, and a wealth of
material in theatre, film and the performing arts. A major project to digitise the
archive of the Abbey Theatre is currently in progress. Complementing the archives
is a range of special collections, acquired since 1849. Particular strengths include
folklore, Irish-language materials and travel literature relating to Ireland.
Services
Library services include information skills training and advisory services with coverage
including effective literature searching, using reference management software and
getting published. A team of subject librarians and a Research Services Librarian
provide these and other services, including course reading list support. The Library
also manages the ARAN service, which provides open access to the full text of
University research publications, and the Academic Writing Centre.
The Library welcomes users with special needs, and an Assistive Technology Centre is
located at the Library entrance level. Communication with, and feedback from, users
is achieved through a variety of means, including committees, surveys, the Library’s
Web pages and focus groups.
Funding
Total recurrent Library funding for the Financial Year 2012/2013 is €5,936,930. Of
this, €1,788,365 is allocated to Library materials, €3,683,807 on staff costs, with the
balance of €464,758 spent on Library operations.
Staffing
The Library currently employs 97 members of staff (including student help) or
72.23 Full Time Equivalents.
Termtime Opening Hours
0830-2200 Monday to Friday; 0830-1730 Saturday; 1000-1730 Sunday.
Further information: http://www.library.nuigalway.ie
APPLICATION AND APPOINTMENT PROCEDURES
1.
Application
A. Current NUI Galway employees
If you are a current NUI Galway employee please use the NUI Galway Employee Self
Service (ESS) portal to apply for this post. Note that access to the ESS portal is
currently only available on campus. The following is a link to the ESS portal:
http://ess.nuigalway.ie
The following is a link to a user guide for ESS:
http://www.nuigalway.ie/hr/documents/nuig_user_guide_academic_internal.pdf
Non NUI Galway employees
If you are not a current NUI Galway employee please use the NUI Galway online
recruitment portal to apply for this post. The following is a link to the online
recruitment portal:
http://erecruit.nuigalway.ie
The following is a link to a user guide for the online recruitment portal:
http://www.nuigalway.ie/hr/documents/nuig_user_guide_academic_external.pdf
The completed application document must be submitted online to reach the Human
Resources Office no later than midnight (GMT) on Thursday, 6th June 2013.
A.
All applicants will receive an acknowledgement of application. If you do not receive an
acknowledgement of receipt of your application or if you have any other queries
regarding the application process please contact recruit@nuigalway.ie
or telephone 091-492151.
B.
Incentivised Scheme for Early Retirement (ISER):
It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in
Department of Finance Circular 12/09 that retirees, under that Scheme, are debarred
from applying for another position in the same employment or the same sector.
Therefore, such retirees may not apply for this position.
C.
Pension Entitlements:
This is a pensionable position. Details of the applicable Pension Scheme will be provided
to the successful candidate. The Pension element of this appointment is subject to the
terms and conditions of the Pension scheme currently in force within the University.
This Scheme may be amended or revised by the Irish Government or its agents at any
time.
The Public Service Superannuation (Miscellaneous Provisions) Act 2004 set a minimum
retirement age of 65 and removed the upper compulsory retirement age for certain New
Entrants to the Public Sector on or after 1 April 2004. Effective from 1st January 2013,
The Single Public Service Scheme applies to all first-time new entrants to the public
service, as well as to former public servants returning to the public service after a break
of more than 26 weeks.
Retirement age set, initially, at 66 years; this will rise in step with statutory changes in
the State Pension Contributory (SPC) age to 67 years in 2021 and 68 years in 2028.
Compulsory retirement age will be 70.
D.
Declaration:
Applicants will be required to declare whether they have previously availed of a public
service scheme of incentivised early retirement. Applicants will also be required to
declare any entitlements to a Public Service pension benefit (in payment or preserved)
from any other Public Service employment and/or where they have received a paymentin-lieu in respect of service in any Public Service employment.
2.
Assessment Procedure
(a)
Board of Assessors
Applications will be considered by a Board of Assessors, which will shortlist and
interview candidates.
(b)
Interview Dates
Candidates will be advised of arrangements in due course.
(c)
Expenses
Expenses are paid to candidates invited to the Assessors’ Interview (see (a)
above).
(d)
The Human Resources Office will offer the post to the candidate appointed once
the appointment has been made by the relevant University Appointing
Authority. The successful candidate will be required to submit evidence of age,
original qualifications and undergo a medical examination.
All candidates will in due course be notified of the outcome of their application