JOB DESCRIPTION
NOTES




HR191
Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm
This form serves as a template for the writing of job descriptions
A copy of this should be kept on file in your office
For re-evaluations, this form must be sent to your relevant HR Advisor/Officer
POSITION DETAILS
Position Title (current title)
Senior Library Assistant
Status of Post (tick)
New Post
Job Grade (current grade)
7
Re-evaluation
Faculty (if applicable)
Department
Library
Section (if applicable)
Date of Compilation
FOR OFFICE USE
Job Title
Date of Grading
Grading Result
ORGANOGRAM
PURPOSE
To provide a reference service for library users and also managing and administering the
accounts for lost, overdue and damaged library material.
20 October 2008
HR191
Key Performance Areas (5 – 8)
1) Collection maintenance
% of
time
spent
Activities / Tasks
Results / Outcomes
Competencies

Organise, maintain and control
the standard collections
Contribute to shelving and shelfreading
Identify material for repairs and
binding
Inform librarians of possible
collection gaps
Assist in stocktaking and
weeding activities
Inform main and branch libraries
about lost and damaged books
in order to replace the items
Monitor the physical condition of
the collection


Generate accounts for all
overdue, lost or damaged
materials;
Administer library fines and
other library charges collected
daily
Communicate with relevant
library users about the
circumstances of long overdue
or missing library materials
charged to the user
Interpret library policy and rules
with regard to lost/overdue items
Makes decisions to restrict
privileges of defaulting patrons
Resolve, where appropriate,
differences about interpretation
of liability for lost or overdue







2) Accounts Administration






20 October 2008
HR191


Current records of material
for repair and binding
Accurate and current stock
taking records
Shelf reading notes










Accounts generated
according to policy and within
timeline
Decisions enforced within the
parameters of the policy
Library policy communicated
to users within the
appropriate timeframe
Current, accurate record
available of all fine accounts
Technical/
professional
knowledge and
skill
Client Service
Communication
Building
interpersonal
relationships
Planning &
organizing
Initiating action
Quality
commitment
Work Standards
Key Performance Areas (5 – 8)
% of
time
spent
Activities / Tasks



3) Information access and
management








20 October 2008
Results / Outcomes
materials
Liaise with more senior
decision-makers about
unresolved problems
Communicate with the Accounts
Section of UCT Libraries and
the Fees Office of the UCT
Finance Department about
relevant matters
Keep a meticulous record of the
status of all accounts raised
Assist with “quick reference”
queries
Provide assistance to users
Provide front line reference
work:
o Basic reference queries
o OPACs
o Internet searches
o Administer use of study
carrels
o Trouble shooting
Identify customer dissatisfaction
and deal with it or refer
appropriately
Assist in processing materials /
requests / queries when
backlogs or service queues form
Promote the Library’s public
image and align services
Contribute to the development
and distribution and maintenance
of signs, pamphlets and guides
Monitor and control library use:
noise levels / cell phone usage /
eating / drinking
HR191



Positive client/ student
feedback
Maintain general neatness of
service point, work areas and
collection
Ensure users comply with
Library rules and regulations
Competencies
Key Performance Areas (5 – 8)
4) General Administration
% of
time
spent
Activities / Tasks
Results / Outcomes




5) Education and training




6) Team Supervision


20 October 2008
Distribute library mail
Sort & distribute publishers'
blurbs etc
Contribute to administrative
duties as required by the library
and information services
Assist with general orientation of
students
Train student assistants
Contribute to the basic level
training of all clients
Provide on-going instruction &
orientation
Compile and issue rosters for
student assistance duties
Supervise work performed by
library assistants and student
assistants
HR191

Documentation sorted and
distributed
Organized administrative
duties


Positive orientation reports
Effective library service
delivered by student assistants

Rosters compiled and issued
within timeframe to student
assistants
Workloads managed

Competencies
MINIMUM REQUIREMENTS
Minimum Qualifications
3 year Bachelor's degree or Lower Diploma in Librarianship
Minimum Experience
Related/appropriate experience : 1 year
AUTHORITY
PRINT NAME
SIGNATURE
CONTACT NO.
Compiled by
Approved by
Reviewed by
20 October 2008
HR191
DATE