Appendix 7: Example of a job description

Position and person profile

quality information services for research teaching and learning

Position title	Collection services coordinator
Position Number
Classification
Reporting Relationships	This position reports to the manager, technical services. Co-ordinates and supervises staff within Acquisitions and Cataloguing.
Summary of broad purpose of position in relation to organisation's goals	The Collection Services Coordinator is responsible for the effective operation of the Acquisitions and Cataloguing services in accordance with the Library's goals and service standards.
Position Contacts	Library clients Library staff Library liaison officers Library suppliers Academic staff
Organisational Environment	The Library aims to develop an organisational culture based on the following values: Satisfied clients Open communication Integrity Commitment Initiative Partnerships Knowledge and learning The present library environment is complex and constantly changing. A challenging work environment results from developments in information technology and communication networks, the internationalisation of the University, alternative modes of teaching and remote access to university education, increasing emphasis on client service and the diversity of the university. The library introduced formal strategic planning in 1987. Critical success factors and key performance indicators have been developed which provide a framework for developing our goals and objectives. Each year key organisational goals are established through a consultative process and all library teams develop individual objectives, strategies and performance targets. The Library provides a supportive environment which offers staff a range of training and development opportunities in order to increase their abilities and meet the challenges of their position. In turn, each staff member has an individual responsibility to contribute to the improvement of processes within their team and throughout the library. Structure There are two main divisions within the library: client services and technology and corporate services. The structure is primarily team-based with minimum emphasis on traditional hierarchy (please see organisation structure). Teams are responsible for all operations and services within the library.
Team Environment	The collection services coordinator is a member of the acquisitions/cataloguing team which operates within the technology and corporate services division. The team goals are: ... The team key processes are: ...
Key challenges	Provide cost effective supply of resources Meet expenditure
Environmental Factors	May be rostered to work between the hours 8 am - - 10.15 pm Monday to Saturday

Recommended by:

Present occupant:

Name:
Staff Number:
Date appointed:

I have read and understand the responsibilities, performance outcomes and performance indicators described above.

Occupant signature:

Date:

Organisation Chart attached? Yes/No

Date reviewed: 1 March 1999

Person Profile

Qualifications	Essential Completion of a degree in an appropriate discipline without subsequent relevant work experience; or completion of an associate diploma and at least 2 years subsequent relevant work experience; or equivalent combination of relevant experience and/or education/training.
Experience	Essential Significant relevant Library experience Experience with automated systems Desirable Supervisory experience Financial management experience Significant knowledge of library systems, particularly Innopac.
Skills	Essential Demonstrated ability to: - work in a team environment - prioritise tasks - deliver quality client service (including both internal and external clients) - meet deadlines and commitments - communicate clearly verbally and in writing - solve problems and make effective decisions within time constraints - develop and implement policy - interact diplomatically with a wide variety of people - explain procedures or techniques - lead and facilitate the development of other staff - supervise staff - write and prepare reports Knowledge of TQM principles Awareness of change and the capacity to develop additional skills as required Desirable - Effective ability to develop and implement new systems and procedures
Personal Attributes	- Enthusiastic and receptive in interaction with clients - Willingness to give and receive positive feedback and constructive criticism - Openly demonstrate respect for individual differences - Take pride in work and surroundings - Look for solutions, rather than merely presenting problems - Flexible approach to work assignments - Sincere in interactions with people - Responsive to change - Ability to take initiative - Work independently without constant supervision - Work under pressure

Position Profile

As the strategic direction of the Library and University change, this position profile may change and develop. However, areas of responsibility will remain within the identified level descriptors.

Position Objectives:

Critical success factor	Major responsibilities	Performance outcomes	Performance indicators
Client service satisfaction	- Provide quality client service to both internal and external clients	- Courteous, efficient and effective provision of Library services - Team service standards	- Client satisfaction and positive feedback - Meet team service standards at least 90% of the time
Effective/efficient resource management	- Monitor budget allocations and expenditure	- Inform library liaison officer (LLO) of faculty expenditure information - Develop commitments and expenditure goals in consultation with the manager, resource services	- Monthly reports sent to LLOs - Achievement of financial targets
	- Co-ordinate staff in involved in acquisitions, cataloguing and processing	- Co-ordinate staff in accordance with university personnel policies and library requirements - Co-ordinate team meetings - Team members trained in required processes and procedures	- Personnel HR policy adhered to - Trained and knowledgeable staff - Efficient and harmonious team operation, high staff morale - Up to date team minutes on library intranet
	- Contribute to overall library planning and policy development	- Assist in the development, implementation and review of operating procedures and policies in consultation with acquisitions/cataloguing staff and the manager, technical services - Assist in development of team strategic plan in consultation with team	- Review all policies annually - Procedure manual kept up to date and written in Library format - Strategic plan submitted by due date
Innovation	- Implement systems to manage the acquisition, cataloguing and processing of non-serial information resources	- Investigate new technology or processes suitable for acquisitions and cataloguing - Manage and develop automated cataloguing systems including interface with Kinetica - Ensure the integrity of the library's catalogue in consultation with the manager, document delivery	- Improvement in processes - Integrity of library catalogue - Meet service standards at least 90% of the time
Staff wellbeing	- Communicate team activities, processes and performance to senior staff	- Team identification of performance indicators, measures and service standards linked to Library management framework - Prepare financial and required reports in consultation with the manager, resource services - Monitor performance indicators	- Performance Indicator report forwarded to quality coordinator by required date - Monthly report and annual report submitted by required date - Up to date charts on team performance displayed on notice board - Current team service standards displayed in team area
	- Communicate management information to team members	- Attend Management Advisory Team meetings	- Report MAT meeting information to team within two weeks
	- Identification and follow through of team members training and development needs	- Identification of team and individual team members training and development needs - Organise and conduct required training - Facilitate the development of team members	- Completion of team Development Reviews by required date - Pre and post discussion with team members for training and development activities

A a