Library Administrator

Main Purpose of Job

Library & Information Services provides a range of services to support both staff and students in their work and research. These include the management of digital and print collections research publications support and two libraries which provide space for work study and collaboration. The department is increasingly involved in the development and delivery of resources and services to support Huttons Open Science agenda.

The Hutton recently implemented a new Current Research Information System (CRIS) Pure. The administration of Pure is the responsibility of the Library team and the system is critical to the ongoing development of support for Open Science and research publications.

The institute recently opened its new Hutton Hub facilities at Craigiebuckler which are adjacent to the physical library space.

Two part time Library Administrator posts exist within the team. One post is based at our Invergowrie campus and this advert is for a part-time counterpart in Aberdeen. Whilst there may be some room for negotiation in which hours are worked on which day the postholder would normally be required to work on campus on Mondays and Tuesdays with a half day on Wednesdays which could be worked addition there will be the very occasional requirement to work at Invergowrie.

Main Duties

Research information management support

The postholder will provide key support with the administration of the Pure system. The information recorded in Pure is used to support internal science reviews and report on the Huttons work to funders such as the Scottish Government as well as the Hutton Board and Institute Management Team.

• Supporting the preparation of any data still to be migrated from the legacy system (eOutputs a Microsoft Access database) to Pure. This involves data cleaning and verification particularly in relation to conflicting or duplicated metadata entries. The Administrator will be required to judge which version is the most accurate.
• Reviewing the quality and consistency of data and information within Pure on an ongoing basis. The postholder will also be required to consult with research staff directly when additional information or clarification is required.
• Escalating any technical or other operational issues with Pure to either the librarians or to the Pure technical support team.
• Supporting processes for extracting data from Pure to ResearchFish creation and running of reports when required by the librarians or other staff.
• Interrogating the legacy publications system (eOutputs an Access database).

Engagement

The postholder will have contact on a regular basis with a wide range of users with a widely varying level of seniority.

• Providing first line responses to questions about any aspect of department via the service desk email or face to face. Judgement will be required regarding escalation to the librarians or other colleagues.
• Providing administrative/technical support in arranging and facilitating outreach/engagement activities run by the librarians.

Planning

The postholder will need to be able to organise their own work according to priorities set by the librarians. This is particularly important around deadlines for reporting requirements for funders/compliance.

Space

• Supervision of the respective libraries in the absence of the librarians.
• Reporting of building-related issues to Estates and other relevant departments.

Collections

• Administration of orders for new resources including cataloguing using the LMS (library management system).
• Assisting the librarians in management of print collection. This involves manual handling of individual items and boxes.
• Supporting librarians in the administration of online collections.
• Circulating collections via the LMS.

• Processing requests for inter library loans and administering the Huttons BL account.

General duties

• Use of and reconciliation of corporate credit card for some orders.
• Maintenance of Library SharePoint site.
• Other general administrative duties.

Education/Experience/Skills

Essential

• Experience of working in a customer service role and a commitment to excellent service delivery.
• The ability to work independently but also as part of a team.
• Competence in Microsoft Excel (equivalent of intermediate ECDL).
• Minimum of Scottish Higher or equivalent.
• Ability to work to a high level of accuracy whilst performing repetitive tasks
• Articulate communication skills. Tact resilience ability to deal with range of users.
• Demonstrable familiarity with bibliographic referencing standards.

Desirable

• Experience of administrative and reporting functions of Pure.
• Work experience in an academic or research library.
• Experience of using XML.
• Experience with reference databases e.g. Web of Science Scopus.
• Knowledge of Open Access publishing.

Benefits offered

Employee Assistance Programme (EAP) - A confidential service available to support employees and their families with work or personal problems. Providing access to professional counsellors psychologists and work-life consultants available to help and support individuals in tackling all types of problems.

Annual Leave Generous entitlement up to 40.5 days a year with carry over possible and guaranteed time-off for Christmas.

Pension - Employer Contribution of 15% in a Personal Pension Plan and employee contribution flexibility.

Self-managed hours and Flexible Working option to manage and spread your working time in line with organisational needs to create a healthy work life balance.

We will not consider the use of 3rd party recruitment agencies for the sourcing of candidates for this position.

The James Hutton Institute is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The James Hutton Institute is a: Stonewall Diversity Champion; Athena SWAN Silver Status Holder; Disability Confident Committed Employer and a Living Wage Employer.

The James Hutton Institute is Happy to Talk Flexible Working.