Senior Assistant Officer: Circulations/ Markerspace Assistant at University of the Free State

About the Job

Duties and responsibilities:

• Responsible for the digitisation of the short loan collection.
• Responsible for digitisation of the reserved shelve collection.
• Responsible for the digitisation of articles from hard-cover journals for ease of use by the university community.
• Upload journal articles on the hosting platform for future use by library users.
• Upload the digitised chapters on the E-course reserve platform applying the fair use and copyright legislations.
• Ensure that only 10% of the book is uploaded on the platform for a specified period in line with DALRO requirements.
• Update the departmental reserve in collaboration with the academics and relevant faculty/information librarian.
• Market the E-course reserve user guide to the library users.
• Keep statistics of referrals to the E-course reserve platform.
• Inform academics of the uploaded chapters in collaboration with the relevant faculty/information librarians.
• Ensure, in collaboration with the Virtual librarian, that the E-course reserve platform is available to the authorised university users 24 hours and in line with the request by the academic.
• Ensure that there are usage guidelines on the platform for information for the end user.
• Process barcodes and 3M RFID tags using the staff workstation model 946 and verify the presence of a sensitized 3M Tattle-Tape Security Strip.
• Program and tag books using frequency-based technology and microchip technology to keep track of the circulation status of the library items.
• Use Bibliotheca staffConnect conversion software to check whether the item(s) is RFID enabled and blank and reprogram tags if they are not working correctly.
• Use the Digital Library Assistant to ensure screening and complete book collection on the shelves for inventory control, search for books that have been mis-shelved, and search for individual books that have been requested.
• Train new colleagues at circulation on the use of the digitisation system.
• Present during the innovative Wednesday the experience of using digitizing e-course reserves.
• Create various multimedia to be shared on different LibGuides on how the process of digitisation of specific information resources, including e-course reserves, is conducted.
• Create awareness during library orientation of the role that e-course reserves play within the teaching and learning ecosystem.
• Download and present the statistics on usage in a quarterly report.
• Market the Library App to users.
• Demonstrate to the users with downloading the mobile App on their devices.
• Utilise the QR code on the library banner to assist the users in accessing the mobile App.
• Demonstrate the circulation features to the users.
• Keep a record of users assisted with the mobile App daily.
• Collaborate with faculty librarians and the quality control officer to develop the evaluation tool for the App.
• Report bugs or issues encountered on the App to the LIS IT manager.
• Demonstrate to the users in accessing books on the shelves using the App.
• Assist users with reserving books using the App.
• Create awareness amongst the library patrons about the library app.
• Offer on-the-spot assistance with library PIN.
• Guide library patrons with expired credentials.
• Train library patrons with simplified access issues.
• Demonstrate to students and staff how to check out and check in items using the Bibliotheca 1000 self-check machine.
• Ensure that the self-checkout receipt printer is functioning on a daily basis and that correct fields are displayed on a patron’s receipt.
• Add library marketing materials on the self-check machine to display on the screen.
• Assist with the development of self-help videos on how to utilise the self-checkout machines.
• Ensure that the machines are operational on a daily basis and report if they are not functioning well.
• Collect books 3 times from the RFID beacon-enabled book drop boxes per day.
• Pack the books on trolleys for shelve readiness.
• Keep inventory of RFID staff workstations up to date.
• Train new library patrons on how to individually operate the system.
• Present during the library orientation to the new students the role that is played by the self-checkout system.
• Create ongoing awareness to all library patrons about how to execute various activities.
• Report about the malfunctioning of the self-checkout system.
• Present statistics on the number of library patrons assisted during a specific quarter.
• Provide first-line support for ICT-related queries to library staff via telephone, email, or face-to-face.
• Establish a good working relationship with staff, students, professionals, and stakeholders.
• Resolve computer-related issues and provide excellent customer service to staff, students, and researchers (uploading/downloading files, navigating web pages, signing up for email, scanning documents or photos, etc. – in a proactive manner).
• Work continuously on allocated operational tasks until completion.
• Test and evaluate new technology in the library.
• Create and maintain user and administrative guides.
• Transfer digital tools and library systems knowledge to the staff and students through virtual training, videos, and webinars.
• Troubleshoot basic issues with Makerspace equipment.
• Assist patrons on some Makerspace equipment and projects.
• Refer customers to senior staff or Library ICT for more complex questions.
• Keep supplies (i.e., button drawers, vinyl, glue etc) well-stocked.
• Keep a record of all IT equipment present in the client computing environment.
• Provide leadership and oversight to our growing Makerspace program.
• Ensure processes are maintained to safeguard against data loss and to provide business confidence and assurance in data integrity.
• Participate in a range of activities and projects in for Library ICT, Digital Scholarship Center and Makerspace.

Inherent Job requirements:

• National Diploma on NQF level 6 in ICT or a B-Tech degree on NQF level 7.
• A minimum of one (1) year relevant working experience related to the duties and responsibilities.

Recommendations:

• IT experience of operating systems, programming languages, as well as web technologies.
• Knowledge of HTML.
• High level computer proficiency with regard to general and library applications.
• Knowledge of information technology applications and software.

Competencies

Key Competencies required:

• Results oriented:
• The ability to set high standards, establish tough goals, and to work to achieve success.

 Strategic thinking:

• The ability to be creative and open-minded when addressing work issues.

 Business Acumen:

• Proficient in using MS Office.

 Leading.

• The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.