JOB PROFILE
ADMINISTRATIVE DETAILS
POST NO:
CURRENT POST TITLE:
SENIOR LIBRARY ASSISTANT (Shelving)
NAME OF INCUMBENT:
STAFF NUMBER:
SCHOOL/ DEPARTMENT/
SECTION:
CAMPUS:
Library
REPORTING STRUCTURES
LINE MANAGER OF THIS POST: HEAD OF CIRCULATION DEPARTMENT:
NUMBER OF SUBORDINATES:
0
NB: AN ORGANISATIONAL CHART (ORGANOGRAM) CLEARLY SHOWING THE REPORTING STRUCTURE OF THE FACULTY/
DIVISION/ SCHOOL/ DEPARTMENT/ SECTION, INCLUDING THE CURRENT TITLES OF POSTS, MUST BE ATTACHED.
INTERACTION – NATURE AND FREQUENCY OF INTERNAL AND EXTERNAL INTERACTION ON AVERAGE HOURS PER WEEK.
OUTSIDE UKZN : 1 HOUR PER WEEK (VISITORS TO LIBRARY)
W ITHIN UKZN : 3 HOURS PER WEEK (STUDENTS, ACADEMIC STAFF)
PURPOSE OF THE JOB (M AXIMUM 6 lines)
Physically organises library materials (in all physical formats) in a systematic and accessible manner, thereby
facilitating the retrieval of information and promoting the development and maintenance of library collections. Also
assists library users to retrieve information.
KEY RESPONSIBILITY AREAS (KPA) (M AXIMUM 5 KPA)
1
Collection maintenance: shelving, shelf-reading and optimisation of space
2
Collection maintenance: binding preparation
3
Circulation
4
Assisting library users by responding to requests for general information
% OF JOB
55%
5%
20%
10%
5
General administrative duties
10%
TOTAL
100
DUTIES AND RESPONSIBILITIES RELATED TO KPA (M AXIMUM 2 PAGES)
If one of the KPA includes financial responsibilities, then explain the nature and extent below.
1. Collection maintenance: shelving
Collects library materials from various areas in the library, e.g. issue desk, reading areas, photocopying room,
Acquisitions Department, etc.; Sorts items by type (books, journals, etc), by collection and by call number,
interfiles items according to their collections in strict order; Shelf-reads collections on a regular basis to ensure
strict order is maintained to facilitate the retrieval of information; Optimises space by moving up collections to
make space for new additions.
Current journals: displays new journal issues received and shelves older loose issues.
2. Collection maintenance: binding preparation
Prepares loose issues of journals for binding by selecting titles from shelves; Removes damaged books from
shelves and prepares same for rebinding or repair.
3. Circulation
Assists with the circulation of material at the Issue Desk (main desk or in Academic Reserves) when required.
Tasks include: Answering user queries; issuing, returning and renewing library materials; Receiving and
receipting fine monies; Preparing material for Academic Reserves; Assisting with bookings for overnight
Academic Reserves.
4. Assisting library users
Responds to requests for information from library users by: clarifying the user’s requirements, providing
directional information or searching for a specific item, verifying the call number of an item in the catalogue and
referring the user to the relevant section of the library’s collections.
Assists users to log onto and search the online catalogue (iLink); resets OPAC terminals when necessary
Refers in-depth subject-related queries to relevant subject librarians.
5. General administrative duties
Undertakes various tasks as may be assigned by the line manager, e.g. assists Interlibrary Loans section with
photocopying and packing materials for dispatch, assists with library displays, keeps library tidy, assists with
library orientation, etc.
Handles incoming and outgoing mail, including preparation of documentation associated with mail (e.g.
documents for courier, registered items, etc.).
MINIMUM QUALIFICATION AND EXPERIENCE REQUIRED FOR THE POST
EDUCATIONAL REQUIREMENTS
Senior certificate
Two years relevant experience in the library of a tertiary education institution.
IN YEARS
EXPERIENCE
Basic computer literacy
Working knowledge of the Dewey Decimal Classification system
KNOWLEDGE
IN ADDITION TO THE ABOVE – FOR ADVERTISING PURPOSES ONLY
PERSONAL ATTRIBUTES
REQUIRED FOR THE
POST



Good interpersonal and communication skills;
Systematic and orderly approach to work;
Service point skills
ADVANTAGES

Experience of working in a library.
EXPERIENCE IN THE
ABSENCE OF MINIMUM
QUALIFICATION

Three years relevant experience in the library of a tertiary education
institution.
RECORD OF APPROVAL
This job profile is a true reflection of the tasks, functions and responsibilities of the position.
NAME
1ST LINE
M ANAGER
2ND LINE
M ANAGER
INCUMBENT
DATE OF
EVALUATION
SIGNATURE
DATE