CDI : Senior Library Assistant, Special Collections & Archives, University of Limerick (Ireland/Éire)

  • Poste : Senior Library Assistant, Special Collections & Archives / Assistant*e de bibliothèque Senior, chargé*e des Collections spéciales et des Archives.
  • Employeur : University of Limerick/Ollscoil Luimnigh (Ireland/Éire), Library and Information Services Division / Université de Limerick (République d’Irlande/Éire), Département de la Bibliothèque et des Services de l’Information.
  • Offre : recrutement contractuel pluriannuel.
  • Date limite de candidature : 6 novembre 2020 à 12h00.

[Annonce originelle rédigée en anglais]


The University of Limerick (UL) with over 16,300 students and 1,700 staff is an energetic and enterprising institution with a proud record of innovation and excellence in education, research and scholarship. The dynamic, entrepreneurial and pioneering values which drive UL’s mission and strategy ensures that we capitalise on local, national and international engagement and connectivity. We are renowned for providing an outstanding student experience and employability and conducting leading edge research. Our commitment is to make a difference by shaping the future through educating and empowering our undergraduate and postgraduate students. UL is situated on a superb riverside campus of over 130 hectares with the River Shannon as a unifying focal point. Outstanding recreational, cultural and sporting facilities further enhance this exceptional learning and research environment.

Background :

The expansion of the Glucksman Library in 2018 delivered a new space for Special Collections & Archives. The new space incorporates an expanded reading room, storage facilities, workrooms, exhibition spaces and offices. The reading room meets the needs of different learning styles and approaches to early printed books and archives. The new facilities will expand the development of digital technologies in the delivery and research potential of the unique and distinctive collections held by the Glucksman Library. The Senior Library Assistant (SLA) in Special Collections & Archives is responsible for co-ordinating and managing the day-to-day running of the Department, spaces and reader services. The role involves staff management, supervision, logistics, administration and involvement in all forms of outreach and engagement activities. It is likely that this role will continue to evolve over time. The list of job functions is not exclusive or all-inclusive, other duties may be assigned and reporting structures may change.


Overall purpose of the job : To ensure the efficient day-to-day supervision of activities in the area of Special Collections & Archives, which include : (1) Reading Room, (2) User Behaviour and Health & Safety, (3) UL Research Theses, (4) Cataloguing Print and Archival Collections, (5) Security, Building and Equipment Maintenance, (6) Stock and Space Maintenance, (7) Statistics & Administration.

Reports to : Archivist (Engagement-Exhibition-Outreach-Teaching), Special Collections & Archives.

Key Responsibilities :

1 / Reading Room & Staff Supervision :

  • Supervision of team of library assistants, casual labour employees and interns, to include recruitment, induction, training, performance review, timetabling, etc.
  • Maintaining adequate staffing complements and arranging back-up as necessary.
  • Planning, scheduling and assigning specific tasks or project work to library assistants and casual labour employees.
  • Invigilation including: provision of invigilation service in Special Collections & Archives reading room, ensuring document handling protocols are adhered to by users; process requests for material; fetching items; escalate research-focused enquiries to the appropriate colleague.
  • Remote services including: respond to enquiries from users including face-to-face, telephone, email and online; escalate complex enquiries to the appropriate colleague.
  • Produce and regularly review the ‘desk manual’ for all staff who work in the room.
  • Oversight of regular training programmes and sign-off protocols for the room.
  • Act as point of contact for any operational or conduct complaints made by users of the room.
  • Regularly review all user codes of conduct relating to the room.
  • Manage the acquisition, collation and analysis of management data around service Key Performance Indicators (KPIs) and service level.
  • Act as point of contact with the archivists and librarians to advise on the appropriate housing and identification of archives and special collections.
  • Act as point of contact with the Reading Room Manager to advise on the production and return of archives and special collections material to the reading room; and retrieval of material for exhibitions, teaching and digitisation.
  • Support colleagues involved in the management of stock.
  • Establish and engage staff with objectives that will deliver the customer services vision to be a sector-leading, customer focused service.

2 / Stock & Space Maintenance :

  • Supervision and planning of shelving and retrieval processes, to ensure archives and rare books are available to special collection users in an efficient, speedy and reliable way.
  • Identify and plan for stock, furniture and shelving movements as required.
  • Assess and make recommendations about the effectiveness of special collection reader and storage spaces.

3 / UL Research Theses :

  • Liaise and work with the Graduate Studies Office in the management of the print copies of all UL research theses.
  • Catalogue the research theses on ALMA, the library LMS system.
  • Ensure the access embargoes on all research theses are observed and liaise with authors and supervisors on their application.
  • Work with staff in the Institutional Repository in the library on the provision of e-copies of the research theses.
  • Maintain statistics on the process within the library.

4 / Cataloguing :

  • Catalogue a range of printed books and serials from 1800-present day on ALMA.
  • Engage and use ADLIB, the archival management system on the archives and special collections.
  • Work with staff in the Institutional Repository and Cataloguing & Metadata services in the library on the provision of metadata for digitised collections.

5 / Building & Equipment & Security :

  • Actively manage day-to-day special collections & archives facilities to ensure the reading room meets customer requirements, maintaining an environment that is clean and comfortable.
  • Identification, tracking and reporting of building, electrical, plumbing and general maintenance issues, to maintain a high quality library environment.
  • Monitor equipment maintenance and report faults for a range of special collections & archives equipment.
  • Monitor and purchase adequate supplies of essential special collections & archives materials such as boxes, folders, enclosures, furniture and conservation supplies.
  • Support the administration of and contribute to the delivery of a diverse range of special collections & archives events, exhibitions, and engagement activities. Provide assistance in the preparation and set up of spaces for events, exhibitions, etc. Seek opportunities to be involved in a growing library service engaging with the wider university community.
  • Provide assistance in the preparation and set-up of spaces for events, exhibitions and outreach activities.
  • Monitor special collections & archives storage facilities and capacity and ensure they are regularly tidied and cleared as necessary.
  • Liaison with and monitoring of special collections & archives issues with Buildings & Estates and security personnel in relation to intruder, fire, smoke and environmental control alarm systems and related matters (including training, instruction, documenting processes, tasks etc.).
  • Actively manage and report issues relating to the special collections & archives space in accordance with H&S regulations and ensure awareness of and efficient processing of accident and incident reports.
  • Work with Health & Safety Officer and library staff regarding emergency evacuation procedures, risk assessments and other relevant H&S issues.

6 / Administration statistics and social media :

  • Perform tasks relating to the administration of the Department, as required. Liaise with all relevant library, university or external agencies as necessary. Provide and maintain up to date statistics relevant to the role from a variety of sources such as; reader appointments, teaching and learning activities, library management system, archival management system, book & archival requests, shelving and the room booking system etc. analyse and interpret data to prepare reports as required to inform management decision making and plan a) operational work for team/workgroup b) implementation of new technologies.
  • Oversee the department’s appointment calendar, incorporating reader appointments, teaching commitments, staff activities etc.
  • Participate in departmental activities relating to quality documentation, process improvements and quality initiatives.
  • Enable colleagues to become competent in the use of relevant library systems, processes and resources, by providing guidance/developing procedures/workflows/instructions, documentation etc.
  • Co-ordinate or undertake the testing and embedding of new technology, new working practices, new systems layouts and operations within own area of responsibility and support and cross cutting activity.
  • Have financial authority to monitor a budget and create purchase orders/approve invoices/liaise with Finance on payments and procurement.
  • Contribute, create and provide administrative support to all social media platforms employed by the Department, including web, blog, libguides and twitter.
  • Contribute to the development of the department and its services through participation in groups, teams and committees, as required.
  • Contribute to plans, assisting the line manager in the planning and co-ordination of departmental priorities.
  • Take ownership for end-to-end workflow process or a specific technical function, exercises technical or administrative supervision of others.

Conditions d’exercice :

  • Contract Type : Multiannual.
  • Salary Scale : €33,490 – €46,783 p.a.
  • Location : University of Limerick, Glucksman Library.
  • Recrutement contractuel : poste permanent pluriannuel.
  • Echelle de rémunération : de 33 490 euros à 46 783 euros/an.
  • Lieu de travail : Université de Limerick, Bibliothèque Glucksman.


Essential Criteria :

  • Leaving Certificate, or equivalent.
  • Experience of working with archives or early printed books or local history/heritage collections.
  • Evidence of high levels of initiative, ability to work independently, productivity and achieving stated targets.
  • Experience of being, or potential to be, an effective manager of a team.
  • Experience of effective teamwork and collaboration.
  • Must be highly organised and efficient.
  • Excellent interpersonal and communication skills and the ability to liaise effectively and confidently with staff and suppliers.
  • Exhibits flexibility, enthusiasm and a positive attitude.
  • Record of embracing change, new technologies, new responsibilities, innovation etc.
  • Proven IT skills including Microsoft Office applications such as Word, Excel, Outlook, SharePoint, etc. IT skills will be assessed by an IT test at the interview stage.
  • Ability to use social media effectively. Attention to detail and the effective use of systems and current and evolving technologies.
  • Strong customer focus.

Desirable Criteria :

  • Previous and recent experience (within past five years) relevant to the role, such as staff supervision, buildings/facilities management, events management, library work, etc.
  • Good understanding of the physical and virtual needs of special collections & archives users in an academic library and of how such services are evolving.
  • Understanding of marketing and promotion techniques.
  • Ability to lead departmental tours and inductions as required.
  • Good presentation skills OR capacity to present or prepare posters etc. on topics of interest to internal or external audiences.


  • Informal enquiries may be directed to : Mr Ken Bergin, Library and Information Services Division, University of Limerick – Email :
  • Auprès de Monsieur Ken BERGIN, au Département de la Bibliothèque et des Sercices de l’Information de l’Université de Limerick – Courriel :


  • Job ID : 039888.
  • The closing date for receipt of applications is Friday, 6th November 2020.
  • Applications must be completed online before 12 noon, Irish Standard Time on the closing date.
  • Please note your application must include :
    • A letter of introduction indicating how you meet the criteria outlined in the job description.
    • A completed online application form (separate application forms must be submitted for each post applied for).
  • Please email if you experience any difficulties.
  • Référence du poste : 039888.
  • Date limite de candidature : jusqu’au 6 novembre 2020 à 12h00.
  • Renseigner le formulaire en ligne (site du recruteur) : renseigner la référence du poste, puis cliquer sur « Search » ; puis cliquer sur « Apply ».
  • En cas de difficultés pour l’envoi en ligne des candidatures, contacter par courriel le Service Recrutement de l’Université de Limerick :

Applications are welcome from suitably qualified candidates.

The University of Limerick holds a Bronze Athena SWAN award in recognition of our commitment to advancing equality in higher education. The University is an equal opportunities employer and is committed to selection on merit welcoming applicants from all sections of the community. The University has a range of initiatives to support a family friendly working environment, including flexible working.

The University of Limerick has implemented a “Smoke and Vape Free Campus Policy”. Smoking and vaping in all forms is prohibited.



Source : University of Limerick.