Job description and selection criteria Job title Book Storage Team Leader Division Gardens, Libraries and Museums (GLAM) Department Bodleian Libraries Book Storage Facility, Keypoint 4, Thornhill Road, Swindon, SN3 Location 4RY Grade and salary Grade 4: £21,585 - £24,983 per annum Full time (36.5 hours per week), to be worked between 14:00 and Hours 22:00 Contract type Permanent Reporting to Operations Manager Vacancy reference 135077 This post requires a basic DBS and financial background checks Additional You are required to submit a supporting statement with your information application, outlining how you meet each of the selection criteria for the role (see below for further details). CVs will not be considered. Closing date 12.00 midday BST Friday 27 July 2018 Introduction The University Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. Radcliffe Camera in Radcliffe Square We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of Europe's most entrepreneurial universities. Income from external research contracts in 2016/17 exceeded £564m and we rank first in the UK for university spin-outs, with more than 130 companies created to date. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information please visit www.ox.ac.uk/about/organisation Gardens, Libraries and Museums (GLAM) The Gardens, Libraries and Museums (GLAM) group includes the providers of the major academic services to the divisions, and also departments with responsibilities including, but extending beyond, the immediate teaching and research needs of the University. The collections embodied within these departments are an essential part of the University’s wider nature and mission. They are part of its heritage as the country’s oldest University and now 135077 Page 2 of 9 form a resource of national and international importance for teaching, research and cultural life; they also make a major contribution to the University’s outreach and access missions. For more information please visit: http://www.admin.ox.ac.uk/glam/ The Bodleian Libraries The Bodleian Libraries at the University of Oxford is the largest university library system in the United Kingdom. It includes the principal University library – the Bodleian Library – which has been a legal deposit library for 400 years; as well as 28 libraries across Oxford including major research libraries and faculty, department and institute libraries. Together, the Libraries hold more than 12 million printed items, over 80,000 e-journals and outstanding special collections including rare books and manuscripts, classical papyri, maps, music, art and printed ephemera. Members of the public can explore the collections via the Bodleian’s online image portal at digital.bodleian.ox.ac.uk or by visiting the exhibition galleries in the Bodleian’s Weston Library. For more information please visit: http://www.bodleian.ox.ac.uk/ Collections Management Department The Collections Management department was formed in August 2015, following the merger of Collections and Resource Description (C&RD) and Storage and Logistics. The department is headed by the Ann Evans, Head of Collections Management, who is responsible for leadership, management, policy and planning responsibilities for the library-wide collection support functions and the scholarly communications programme. Her duties also include overseeing the Bodleian Libraries' materials budget and leading the subject librarians in developing and managing the collections. For more information please visit: https://www.bodleian.ox.ac.uk/our-work/collections The Book Storage Facility (BSF) The Book Storage Facility (BSF) was built in 2010 and has the capacity to hold 8.4 million volumes on 153 miles of shelving. Based in Swindon, the BSF holds lower-usage items from the Bodleian Libraries’ collections including books, maps, manuscripts, microfilms, periodicals and newspapers primarily from the 18th century onwards. 135077 Page 3 of 9 Job description Overview of the role To efficiently manage the processing of books and associated material into the Book Storage Facility (BSF) and to make best use of storage areas in the warehouse. This will be done through organizing the daily operations of the BSF, maintaining quality standards and supporting the customer focused operation where required. Responsibilities a) Organise the retrievals operation in response to requests from readers: Evaluate if the level of requests can be achieved within the time period before the next delivery to the Bodleian Libraries; Where exceptionally high demand levels are identified then make the Operations Manager aware and allocate a Warehouse Assistant to begin the retrievals; Task Warehouse Assistants to assist with processing the retrieved items when they are brought to the Circulations Desk; Monitor all work orders to ensure they are completed correctly and task a Warehouse Assistant with finding any outstanding requests; Ensure the retrieved items are prepared for despatch in the appropriate tote according to delivery destination; Troubleshoot any missing items or issues with the requests; working with the Collection Co-ordinator where necessary; Be part of the retrieval team where required due to demand or sickness and absence. b) Organise the refiling of material returned by readers: With the assistance of the Warehouse Assistants, co-ordinate the scanning of returned items using their barcodes to confirm they belong to the BSF; Put to one side items that do not belong in the BSF and troubleshoot the problem; Monitor all refile work orders have been completed correctly, ensure all the data is downloaded from the Hand Held Terminals; Troubleshoot any issues with the refile work orders; working with the Collection Co-ordinator where necessary; Be part of the refile team where required due to demand or sickness and absence. c) Provide a contact service for all BSF customers (including libraries and readers): Apply a customer focused approach to all enquiries (via telephone and e-mail); Respond to all telephone enquiries promptly, politely, and efficiently; Deal with enquiries constructively and problem solve any difficulty; Raise any more complicated issues with the Operations Manager. d) Organise the accessioning of new material to the BSF: 135077 Page 4 of 9 Monitor how much new material awaits accessioning into the warehouse; Task Warehouse Assistants during low demand times with tray making, sizing and sorting, accessioning, and verifying new material; Task HLOP operatives with completing the tray-to-shelf procedure new material; Monitor all TTS work orders have been completed correctly, ensure all the location data is downloaded from the Hand Held Terminals. e) Support the Operations Manager: Organise staff rotas during the absence of the Operations Manager; Identify gaps on any shelves or trays and fill accordingly to ensure optimum use of the warehouse in conjunction with the Collection Co-ordinator; Monitor KPIs where required for continual BSF data and statistics monitoring by the Head of Book Storage Facility. f) Organise the scanning of material for the Scan and Deliver service: Task Warehouse or Operations Assistants with processing the retrieved items for scanning; Monitor all scans have been completed and task Warehouse/Operations assistants with completing stalled scans where possible; Apply a customer focused approach to all enquiries (via telephone and e-mail) and deal with issues or pass on simpler enquiries to Warehouse/Operations Assistants to deal with; Troubleshoot reader request errors where possible and liaise with the Oxford Document Delivery; Be part of the Scan and Deliver team where required due to demand or sickness and absence. g) Achieve operational standards and manage compliance: Maintain the BSF in a clean and tidy state; Ensure staff are continually engaged with day to day operations and raise any major incidents of staff non-compliance with the Operations Manager; Design and implement, in agreement with the BSF Operations Manager, a rolling programme of quality checks for retrievals, refiles, and the accessions process; Maintain and monitor security protocols at the BSF ensuring only authorised individuals can access the building; Brief visitors to the BSF on safety and security protocols and ensure they are appropriately escorted; h) Manage the facilities of the BSF where required: Open and/or close down the BSF; Liaise with the BSF Operations Manager about repairs and maintenance; Maintain the equipment and