JOB PROFILE
ADMINISTRATIVE DETAILS
DESIGNATION:
TUTOR
ASSISTANT
METADATA LIBRARIAN (Assistant Cataloguer)
POST REF.NUMBER:
FACULTY/ DIVISION:
Cataloguing Division, Library
SCHOOL/ SECTION:
Division of Library Services
REPORTING STRUCTURES
THIS POST REPORTS TO: HEAD: CATALOGUING
DIRECT REPORTS INTO POST AND NUMBERS:
NB: AN ORGANISATIONAL CHART (ORGANOGRAM) CLEARLY SHOWING THE REPORTING STRUCTURE OF THE
SCHOOL/ DIVISION/ DEPARTMENT/ SECTION, INCLUDING THE CURRENT TITLES OF POSTS, MUST BE ATTACHED.
INTERACTIONAL FREQUENCIES
EXTERNAL: ELIGIBLE TO JOIN THE KZN INTEREST GROUP ON BIBLIOGRAPHIC INFORMATION STANDARDS
(IGBIS) OF THE LIBRARY AND INFORMATION ASSOCIATION OF SOUTH AFRICA (LIASA), THE NATIONAL LIBRARY
ASSOCIATION
INTERNAL: COLLEAGUES AT EG MALHERBE LIBRARY AND BRANCH LIBRARIES ON HOWARD COLLEGE CAMPUS
PURPOSE OF THE JOB
To be responsible for the creation of metadata records for all formats of learning materials across all
subject areas, according to recognized international standards for library descriptive cataloguing, in
order to provide the UKZN Libraries with an accurate online catalogue which supports teaching,
learning and research. The job also includes the maintenance and upgrading of the current UKZN
Libraries catalogue, Database maintenance (Catalogue), and the physical processing and distribution
of books and audio-visual materials.
KEY RESPONSIBILITY AREAS
1
Descriptive cataloguing
2
Database maintenance (Catalogue)
3
Physical processing and distribution of books, audio-visual materials
4
Other Duties
% OF JOB
55
20
20
5
TOTAL
100
DUTIES AND RESPONSIBILITIES RELATED TO KRA’s
1. Descriptive cataloguing: creation of metadata records which accurately depict the
items to be catalogued
 Creates original records for books, or edits and modifies records input or downloaded
to the database at the time of ordering. The records include inter alia author(s), title(s),
publisher, date of publication/production, dimensions of item and appropriate notes.
The creation of these metadata records is fundamental to the functioning of the
database.
 Ensures that records created/edited comply with the MARC21 communication format
for bibliographic data and the Anglo-American Cataloguing Rules 2nd ed. rev.
 Ensures uniformity in style of records for similar or related items.
2. Database maintenance (Catalogue)
 As the current library catalogue is a merger of five catalogues, each of which had its
own style of cataloguing, it contains many duplicated metadata records. Furthermore,
in the Unicorn system metadata records are created using the MARC21
communication format, whereas in the previous, Urica system, the SAMARC format
was used. The result is that all records that were moved from Urica to Unicorn require
converting to MARC21.
 Corrects field and subfield codes of data to conform to MARC21.
 When more than one record exists for the same title, judges which is the most accurate
record and requires least editing, moves the holdings from the other record(s) and then
deletes the unwanted records.
3. Physical processing and distribution of books, audio-visual materials and new journal
issues
 Files order forms for newly catalogued books and audio-visual materials.
 Prints labels for new books and audio-visual materials, using an electronic label
printer, and pastes labels onto items.
 Prints barcodes for books that do not have them.
 When items are required urgently, notifies relevant person that they are ready for
collection.
 Distributes books and audio-visual materials to the relevant sections of the EGM
Library.
 Packs into boxes books and audio-visual materials destined for the other Howard
College Campus libraries, the Westville Campus Library and the Edgewood Library
and ensures that the boxes are ready for despatch once a week.
4. Other duties
 Answers enquiries from other Library staff, and from academic staff and students
concerning the catalogue and the Library system.
 Participates in special projects undertaken by Library management e.g. stocktaking
 Maintains professional and technical knowledge by networking with cataloguers of
other institutions and attending relevant courses, workshops and conferences.
MINIMUM QUALIFICATIONS AND EXPERIENCE REQUIRED FOR THE POST
National Diploma in Library and Information Studies (3 years)
EDUCATIONAL REQUIREMENTS
One year relevant experience.
IN YEARS
EXPERIENCE
KNOWLEDGE
IN ADDITION TO THE ABOVE – FOR ADVERT PURPOSES ONLY
PERSONAL ATTRIBUTES
REQUIRED FOR THE
POST
Experience of working in an academic environment;
The ability to plan and develop services in a changing environment;
ADVANTAGES
IN THE ABSENCE OF
MINIMUM QUALIFICATION
The minimum qualifications listed above are mandatory.
RECORD OF APPROVAL
This job profile is a true reflection of the tasks, functions and responsibilities of the position.
NAME
1ST LINE
M ANAGER
Metadata Librarian
2ND LINE
M ANAGER
Campus Librarian
INCUMBENT
DATE
EVALUATED
SIGNATURE
DATE