Appendix A

Chief responsibilities of manager, serials position
Under the broad direction of the director, technical services division [later to become director, information resources] and liaising with other branches and divisions as required -

1. Maintain an efficient, fully operational serials section by:-

Ensuring that section procedures manual is kept up to date on the policies and procedures of the section.
Handling or delegating problems as they arise, assisting with routine serials section operations as necessary.
Ensuring equipment in section is performing at its maximum capacity, seeking to improve the efficiency of work flow with other equipment options and services available.
Set sectional plans and goals in conjunction with staff of the section, and relating to divisional and Library Strategic plans. Most complex problems
Continuing to maintain a labour intensive outdated manual system while attempting to improve efficiency.
Balancing the priorities of the Section when the demands are greater than staff time availability.

2. Managing the budgetary responsibilities of the serials allocation by:

Evaluating supplier performance, selecting best suppliers, negotiating terms and service conditions.
Ensuring ordering procedure is efficient and up to date.
Ensuring invoices are correct before authorisation for payment.
Liaising with accounts payable section on payment issues and adapting procedures where appropriate. Most complex problems
Finding staff time to deal with big invoices as an additional task at a specific time of year when all the usual daily demands still exist.
Maintaining up to date knowledge of suppliers performance, new technical solutions etc. when we have only cumbersome manual methods of assessing supplier performance.
Minimising the effect of time delay and double handling of invoices which is a result of lack of system links to finance branch.

3. Maximise the personnel resources available in the section by:-

Ensuring staff training and development within the section is effective, making best use of all resources.
Supervise, counsel, coach staff. Completer regular staff performance appraisals.
Handle staff related matters within the section, consulting with the division head and director, management services or library office staff as appropriate.
Conduct and participate in staff development and performance planning program.
Be aware of legislation relating to occupational health and safety, affirmative action and equal opportunity. Report potential/existing problems. Most complex problems
Maintain morale of staff in the face of inherited backlogs, decision making outside Section control, limited career opportunities for staff.

4. Assist in communication within the division and the library by:-

Providing information on section activities to the division head and other section heads.
Holding regular sectional meetings for serials staff reporting on library developments.
Producing a written report on the activities of the section annually as required on specific issues.
Providing statistical information on a regular basis and as required for specific purposes. Most complex problems
Keeping informed of developments in other sections, being aware of impact on serials section and initiating any action needed.
Establishing appropriate decision making capacity in a climate used to hierarchical management.

5. Assist in the provision of direct service to users by:-

Managing the serials counter and phone enquiry service efficiently.
Ensuring that staff involved in this service are adequately trained and kept up to date.
Liaising with reader services to ensure that serials are kept informed of changes which affect their service delivery.
Co-operating with reader services division to assist in matters relating to shelving, signage, relocation of periodicals. Most complex problems
Balance the demands of the users directly with the routine serials work which has to be done to meet the user needs mor long term and indirectly.

6. Contribute to library service objectives by:-

Taking part in planning and policy discussions within the division.
Becoming involved in library-wide activities personally and ensuring the section is also involved. Most complex problems
Balancing all the priorities in the position.
Maintaining a knowledge of library and university policy issues.

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