Library Administrator

Main Purpose of Job

Library & Information Services provides a range of services to support both staff and students in their work and research. These include the management of digital and print collections, research publications support and two libraries which provide space for work, study, and collaboration. The department is increasingly involved in the development and delivery of resources and services to support Hutton’s Open Science agenda.

The Hutton recently implemented a new Current Research Information System (CRIS), Pure. The administration of Pure is the responsibility of the Library team and the system is critical to the ongoing development of support for Open Science and research publications.

The institute recently opened its new Hutton Hub facilities at Craigiebuckler, which are adjacent to the physical library space.

Two part time Library Administrator posts exist within the team. One post is based at our Invergowrie campus, and this advert is for a part-time counterpart in Aberdeen. Whilst there may be some room for negotiation in which hours are worked on which day, the postholder would normally be required to work on campus on Mondays and Tuesdays, with a half day on Wednesdays which could be worked remotely.

In addition, there will be the very occasional requirement to work at Invergowrie.

The postholder will provide key support with the administration of the Pure system. The information recorded in Pure is used to support internal science reviews and report on the Hutton’s work to funders such as the Scottish Government, as well as the Hutton Board and Institute Management Team.

• Supporting the preparation of any data still to be migrated from the legacy system (“eOutputs,” a Microsoft Access database) to Pure. This involves data cleaning and verification, particularly in relation to conflicting or duplicated metadata entries. The Administrator will be required to judge which version is the most accurate.
• Reviewing the quality and consistency of data and information within Pure on an ongoing basis. The postholder will also be required to consult with research staff directly when additional information or clarification is required.
• Escalating any technical or other operational issues with Pure to either the librarians or to the Pure technical support team.
• Supporting processes for extracting data from Pure to Research Fish, creation and running of reports when required by the librarians or other staff.
• Interrogating the legacy publications system (“eOutputs,” an Access database).

• Providing first line responses to questions about any aspect of department via the service desk, email, or face to face. Judgement will be required regarding escalation to the librarians or other colleagues.
• Providing administrative/technical support in arranging and facilitating outreach/engagement activities run by the librarians.

The postholder will need to be able to organise their own work according to priorities set by the librarians. This is particularly important around deadlines for reporting requirements for funders/compliance.

• Supervision of the respective libraries in the absence of the librarians.
• Reporting of building-related issues to Estates and other relevant departments.

• Administration of orders for new resources, including cataloguing using the LMS (library management system).
• Assisting the librarians in management of print collection. This involves manual handling of individual items and boxes.
• Supporting librarians in the administration of online collections.
• Circulating collections via the LMS.
• Processing requests for inter library loans and administering the Hutton’s BL account.

• Use of and reconciliation of corporate credit card for some orders.
• Maintenance of Library SharePoint site.
• Other general administrative duties.

• Experience of working in a customer service role and a commitment to excellent service delivery.
• The ability to work independently but also as part of a team.
• Competence in Microsoft Excel (equivalent of intermediate ECDL).
• Minimum of Scottish…