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

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 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 digitisation system.
• Present during the innovative Wednesday the experience of using digitizing e-course reserves.
• Create various multimedia to be share 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 to access the mobile App.
•  Demonstrate the circulations features to the users.
• Keep record of users assisted with the mobile App daily.
• Collaborate with faculty librarians, 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 book 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 daily basis and 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 daily basis and report if 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 both 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 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.
• 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 Orientated: 

•    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.