Collections Assistant (Ushaw)
Job description
Please note that interviews are scheduled to be held on Tuesday 6th June 2023
The University
At Durham University we are proud of our people. A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other. Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally. Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer.
We would be thrilled if you would consider joining our thriving University. Further information about the University can be found here
The Role and the Department
In January 1833 Bishop William van Mildert donated 160 volumes to found the University Library, located on Palace Green and in the same year Durham’s first university museum opened to the public. Today the University Library and Collections offers spaces, collections, expertise and services supporting education, research, the wider student experience and cultural and educational outreach. Collections and services operate across a wide estate of libraries, archives, museums, galleries and exhibition spaces, including the UNESCO World Heritage Site on Palace Green. Our nationally and internationally recognised collections span early books, archives and manuscripts, museum objects and art, print and electronic materials and include a repository of digitised materials, research outputs and research data. Our users encompass anyone engaging with our collections, services and facilities in person or remotely, this includes university staff, researchers from around the globe, students in higher education from Durham and other universities, school pupils and teachers, Durham’s local residents and tourists.
We are an ambitious and developing team with a focus on providing the best experience for our students, researchers and the wider community. We are valued partners working with students, professional services and academics across the University, and professionals and organisations regionally, nationally and internationally.
The University Library and Collections is made up of six sections: Collections; Customer Services; Education, Learning and Engagement; Research and Systems; Museums, Galleries and Exhibitions; and Finance and Administration. Staff work flexibly between the sections, enabled by seven cross-cutting groups, Collections, Education, Engagement, User Experience, Operations, Research, Staff Development and a Programme and Project Steering Group.
There are Collections Assistants roles working with ULC unique and distinctive collections within both the Collections team at Palace Green Library and the Museums, Galleries and Exhibitions team. They are each based within a particular collections area, with specialist duties, skills and knowledge relating to those collections, but when required will work together as a team on larger collections projects, such as relocations or audits.
The Collections team, under the leadership of the Head of Collections, has broad responsibility for the acquisition, cataloguing, management, preservation and conservation of collections, including modern print and electronic collections, archives, and rare books. Their work also includes the administration of reading lists, inter-library loan, and the provision of search-room and enquiry services for archives and special collections. Their expertise and collections knowledge (alongside colleagues across the department, for example in our museums team) are used in support of learning, teaching, research and public engagement activities.
The Archives and Special Collections at Palace Green Library comprise exceptionally rich and varied material, dating from early medieval to modern, and including manuscripts, archives, rare and open access books, maps, prints, photographs, born-digital and digitised material and some objects.
The Collections Assistant (Ushaw) post supports access to these important research collections, by
- Retrieving and reshelving material from the strongrooms for use by researchers in the searchroom, or for teaching and engagement activities lead by colleagues
- Assisting readers and volunteers, including collections advice and appropriate handling of items; providing a reprographics service, and providing research access via visualiser sessions with remote users
- Contributing to security supervision in the Searchroom and Barker Research Library
- Responding to enquiries (in person or remote) and providing advice to users from the academic and wider public research communities on the services and collections available
- Assisting with collections management work such as: cataloguing, listing, stock checks and updating location guides, movement registers and strongroom labelling.
The role is based partly at Ushaw College as well as Palace Green Library. There may be a requirement to work at other University sites as part of your role responsibilities.
There may be a requirement for the post holder to work evenings, weekends and bank holidays, as business demands.
A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits:
- 27 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 39 days per year. The University closes between Christmas and New Year.
- No matter how you travel to work, we have you covered. We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.
- Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
- On site nursery is available and children’s clubs in the summer holidays.
- Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
- There is a genuine commitment to developing our colleagues professionally and personally. There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University. All staff have dedicated annual time to concentrate on their personal development opportunities.
- The opportunity to take part in staff volunteering activities to make a difference in the local community
- Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions.
- We offer generous pension schemes.
Durham University is committed to equality, diversity and inclusion
Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work.
As a University equality, diversity, and inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do. We also live by our values and our Staff Code of Conduct. At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.
We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities. If you have taken time out of your career, and you feel it relevant, let us know about it in your application. If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role.
What you need to demonstrate when you apply/Person Specification
When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role. Further information about the role and responsibilities is at the end of this job description. Where a criteria has an asterisk* next to it, it may be given additional weighting when your application is considered.
Your application should cover the following criteria:
Essential Criteria
- Excellent oral and written communication skills.
- Proven IT skills, including use of Microsoft Office.
- Educated to degree level or equivalent experience.
- A high level of accuracy and attention to detail
- Evidence of personal development to maintain skills.
- Experience of working on the front line with service delivery, and the ability to work under pressure and meet tight deadlines without compromising on quality.
- Experience of working as part of a team in a customer focussed service to ensure the delivery of high quality services.
- Ability to manage own time effectively to assess priorities and meet deadlines.
- Experience of providing advice and guidance to a range of customers and colleagues.
- Ability to solve problems as part of a team and resolve straightforward issues.
- Ability to lift and carry items and boxes up to 25kg (within HSE guidelines)
Desirable Criteria
- Relevant experience in a similar role / environment.
- An interest in archives and/or early printed books.
How to apply
To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above. Where there are desirable criteria we would also urge you to provide any relevant evidence. Please don’t forget to check if there is any weighted criteria (see above).
While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.
Submitting your application
We prefer to receive applications online. We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails
What you are required to submit:
1. A CV;
2. A covering letter which details your experience, strengths and potential in the requirements set out in the essential and desirable criteria;
3. Completion a Word document, with examples of how you satisfy the essential criteria within the person specification of the job description. Please ensure you give detailed examples of how you meet these criteria.
Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.
Contact details
If you would like to have a chat or ask any questions about the role, please contact; Judy Burg, Head of Collections ([email protected]) would be happy to speak to you.
Typical Role Requirements
The role is based partly at Ushaw College as well as Palace Green Library. There may be a requirement to work at other University sites as part of your role responsibilities.
There may be a requirement for the post holder to work evenings, weekends and bank holidays, as business demands.
Service Delivery
- Provide a responsive and proactive support service for stakeholders.
- Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline stakeholder experience, including deputising some areas of work for the Searchroom Co-orindator as required
- Solve day-to-day routine problems and source background information within the role.
- Record data and information accurately and provide reports as required to team members and more experienced staff.
- Operate a booking and enquiry service and process requests finding solutions or escalating queries where necessary.
- Apply professional and regulatory procedures and processes and use of systems, in particular relating to copyright and other intellectual property, ensuring due diligence and obtaining permissions as appropriate.
- Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
- Apply recognised professional, commercial and/or organisational service level standards to enhance the stakeholder experience.
- Record, collate, analyse, store and report data and information on the level and uptake of research, reprographics and other services (both on site and remote) and quality of experience.
- Compile, record, store and archive data and information to ensure the accuracy and safety of information.
- A commitment to equality, diversity and inclusion and the University’s values.
- Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service.
- Assist team members to organise, plan and prepare for events, meetings and activities.
- Work with team members to ensure the timeliness and relevance of services.
- Work with team members and others across the organisation to prepare for the delivery of exhibitions, activities and events, including co-ordinating rotas of more senior colleagues
- Respond to service users answering and recording standard queries and bookings for activities and/or events.
- Maintaining a flexible approach to accommodate the needs of team members and/or service users.
- Liaise with internal and external users of collections to pass on information.
- Liaise and collaborate with staff in other areas of the organisation to ensure a seamless, smooth and efficient service.
- Provide guidance to service users with the use of and access to exhibitions, artefacts, resources and equipment.
- Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events.
- Any other reasonable duties.
Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices - Durham University which provides information on the collation, storing and use of data.
When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.
