Senior Library Assistant

JOB DESCRIPTION

Offaly County Council Library Service currently headquartered in Tullamore manages and supports a network of eight public libraries strategically located across the county. The Library Service is constantly innovating and diversifying in a dynamic and changing environment, taking advantage of technological advancement to deliver a wide and varied range of front-line services to customers.

In 2023, a new national five-year strategy was introduced – ‘The Library is the Place: Information, Recreation, Inspiration’. The strategy continues to build on the technological and service innovations of recent years and focuses on improving access, use and visibility of public libraries as an essential community service. It proposes new actions on lifelong learning, cultural heritage, digital inclusion and makes a clear contribution to sustainable development and climate action, with actions designed to help Ireland achieve the Sustainable Development Goals (SDGs).

Modern libraries reflect the different ways people use them and the successful implementation of “My Open Library” services in Banagher, Ferbane, Kilcormac and Tullamore libraries allows self-service access to library members outside normal working hours. This ensures the local library service is much more accessible for commuters, workers and students and is attracting a broader range of customers.

Offaly County Council is seeking a dynamic, creative and motivated individual to fill the role of Senior Library Assistant. This person will assist in fulfilling our vision to provide open, accessible and welcoming services for our communities, where people can easily access knowledge, ideas and information.

The successful candidate will work as part of a multidisciplinary team within the Library Service assisting with the implementation of work programmes to achieve goals, targets and standards set out in the Library Development Plan and Team Plans and which support actions identified in the National Public Library Strategy 2023-2027 ‘The Library is the Place’. The successful candidate will be expected to use initiative and work to a high standard. He/she will work under the direction and management of the library senior management team.

The Senior Library Assistant is employed in any branch library or in Library Headquarters reporting to a senior library staff member and will perform a role in almost all areas of library service.

As the Library Service is a county-wide service, staff may be required to provide cover at, and may be reassigned to, any service point within County Offaly as required by the County Librarian.

See key responsibilities for this post listed in Particulars of Office, under Duties.

ESSENTIAL REQUIREMENTS FOR THE POST

The ideal candidate will be a highly motivated person, with drive and commitment to delivery of quality public services and continual professional development. The ideal candidate must have at least two years satisfactory experience in library work and will demonstrate a clear knowledge and understanding of:

·         Local authority services, its key stakeholders and relationships

·         Local government structures and its democratic role and mandate

·         National and international public library policy and strategy

The ideal candidate shall:

·       have good interpersonal and communication skills

·       have the ability to provide excellent customer service

·       understand the changing library environment and be capable of adapting to change

·       have an ability to work effectively within a team to achieve a common goal, ensuring standards are adhered to and maintained whilst also being capable of working on their own initiative, in an independent environment and without supervision if required

·       be motivated to achieve maximum performance by supporting the current Performance Management and Development System (PMDS)

·       demonstrate good administrative experience

·       have an ability to work with information and communication technologies and online resources in a library environment

·       have an awareness of Health and Safety legislation and regulations, the implications for the organisation and the employee, and their application in the workplace

COMPETENCIES FOR THE POST

Key Competencies for the post include the following and candidates will be expected to demonstrate sufficient evidence within their application form of competence under each of these.

Please take particular note of these when completing the application form as any short-listing or interview processes will be based on the information provided by candidates:

Delivering Results & Communicating Effectively:

·        Plans work and allocation of staff and other resources effectively.

·        Takes ownership of tasks and is determined to see them through to a satisfactory outcome.

·        Implements high quality service and customer care standards.

·        Is logical and pragmatic in approach, setting objectives and delivering the best possible results with the resources available through effective prioritisation.

·        Accurately estimates time parameters for project, making contingencies to overcome obstacles.

·        Demonstrates effective verbal and written communication skills.

Performance Management & Teamwork:

·        Supervises the team or work area to achieve corporate objectives.

·        Works as part of a team to ensure delivery of library plans and programming.

·        Has a strong team ethic of co-operation and mutual support, sharing information and knowledge as appropriate.

·        Relates well to others and maintains positive, productive and beneficial working relationships.

·        Addresses conflict or dissatisfaction in a constructive manner.

Personal Effectiveness:

·        Takes initiative and is proactive when he/she sees the opportunity to make a contribution.

·        Manages time and workload effectively. Maintains a positive, constructive and enthusiastic attitude to their role.

·        Is open to taking on new challenges or responsibilities.

·        Demonstrates flexibility and openness to change.

·        Acts with integrity and encourages this in others.

Knowledge, Experience & Skills:

·        Has knowledge and understanding of the structure and functions of local government and in particular the library service.

·        Has knowledge of current local government and library service issues.

·        Has a clear understanding of the role, objectives and targets and how they support the service delivered by the library and can communicate this to the team.

·        Has relevant experience including experience of working as part of a team.

·        Has experience of preparing reports and correspondence.

·        Has knowledge and experience of operating ICT systems.

QUALIFICATIONS

CHARACTER

1. Each candidate must be of good character.

2. HEALTH

Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

3. EDUCATION, TRAINING, EXPERIENCE ETC.,

Each candidate must, on the latest date for receipt of completed application forms:

(i)              Have a good general level of education,

(ii)            Have had at least two years satisfactory experience of library work.

PARTICULARS OF OFFICE

1. The Post:

The post is whole time and pensionable. A panel will be formed for an initial period of one year and this may be extended for a further year at the discretion of the Chief Executive. The panel will be used to fill both permanent and temporary positions that may arise for its duration. Vacancies will be offered in order of merit as per the panel.

2. Salary:

The salary shall be fully inclusive and shall be as determined from time to time.  Holders of the post will be paid at the appropriate point on the salary scale in accordance with the relevant Department Circular.   Starting pay for new entrants will be at the minimum of the scale.  Where the appointee has been serving elsewhere in the public service in an analogous grade and pay-scale, and will be moving without break to another part of the public sector at an analogous grade, the appointment may be made at the appointee’s current point of scale.  The rate of remuneration may be adjusted from time to time in line with Government pay.

The current salary scale applicable to the post is €35,260 – €54,367 (LSI 2)

3. Duties:

You shall perform such duties as may from time to time be assigned to you in relation to your employment and as may be appropriate to any particular function of any local authority for which the Chief Executive is responsible and carry out such instructions as may be given in relation to the performance of your duties. You shall, if required, act for an employee of a higher level. You may be required to work outside your normal job description from time to time.

The duties to be assigned include the following although this list is not exhaustive and may be reviewed from time to time as organisational needs require:

·       Support the line manager to ensure all Library work programmes are implemented, to deliver on the Council’s Corporate Plan, Offaly Library Service Development Plan and operational plans.

·       General branch library work and service development

·       Supervise staff

·       Oversee and deliver excellent customer service

·       Community engagement and outreach (both pysical and online)

·       Utilise Library Management Systems, digital resources and self-service technologies to deliver effective and efficient library services

·       Organise, facilitate and promote library events in library service points and across extensive social media platforms

·       Support and deliver national and local programmes and services for all members of the community in Reading and Literacy; Learning and Information and Community and Culture

·       Deliver user education in all areas of information provision including ICT, and eResources

·       Support and promote My Open Library and self-service technologies

·       Stock selection, maintenance and collection development

·       Administrative duties to include data collection and analysis, report writing and cash reconciliation

·       Promote and market library services and programmes through outreach activities, media engagements and presentations to key audiences and stakeholders

·       Support good governance of library buildings, health and safety, child protection, data protection and business continuity in accordance with Council policies

·       Any other duties that may be assigned by the senior line manager/ County Librarian.

4. Work Base:

Offaly County Council reserves the right to assign you to any department or premises in use by the Council, now or in the future. Changes in location of employment will not result in payment of disturbance money or other compensation. The person appointed will be required to provide him/herself at his/her own expense with the necessary mode of travel to and from work.

5. Working Hours:

The working hours at present provide for a five day, thirty-five hours working week, hours may vary from time to time and involves working late evenings/weekends and rosters. You may be requested in certain circumstances to work additional hours and time off in lieu will be applicable.

The working hours may be reviewed at any time by the Council. The post may require flexibility in working outside of normal hours, including at weekends, as necessary. No additional remunertation will be paid in respect of such activities.

The provisions of Offaly County Council’s Time and Attendance Policy is applicable to this grade at the current time. A flexible working hours system is in operation subject to the terms and conditions of the Time and Attendance Policy.

6. Annual Leave:

The current annual leave entitlement is 30 days. Granting of annual leave, payment for annual leave and arrangement for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1997 (as amended)

7. Sick Leave:

The terms of the Public Service Sick Pay Scheme will prevail.

8. Probation:

Appointees will be on probation for the first year of employment. The terms of the Offaly County Council Probation Policy will apply.

9. Superannuation:

Public Service Pensions (Single Scheme and Other Provisions) Act 2012: New members joining the Public Sector on or after 1st January, 2013 will be required to join the Single Public Service Pension Scheme. The Single Scheme applies to all pensionable first-time entrants to the Public Service as well as to former public servants returning to the public service after a break of more than 26 weeks. A rate of PRSI contribution will be required of their superannuation to contribute to the local authority at the rate of 3% of their pensionable remuneration plus 3.5%, of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependant or qualified children). This includes a contribution to a Spouse’s and Children’s Scheme. Pension and retirement lump sum based on career-average pay, pensions will be co-ordinated with the State Pension Contributory (SPC).

For persons who commenced public sector employment prior to 1st January 2013: Persons who become pensionable employees of a local authority who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the local authority at the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (ie. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependent or qualified children).

Persons who become pensionable employees of a local authority who are liable to pay the Class D rate of PRSI contribution will be required in respect of their superannuation to contribute to the local authority at the rate of 5% of their pensionable remuneration.

All persons who become pensionable employees of a local authority will be required in respect of the Local Government (Spouses and Childrens Contributory Pension) Scheme to contribute to the local authority at the rate of 1.5% of their pensionable remuneration in accordance with the terms of the scheme.

10. Retirement:

Public Service Pensions (Single Scheme and Other Provisions) Act 2012: The compulsory retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and Other Provisions) Act 2012 is 70 years. Minimum pension age of 66 years, rising to 67 years and 68 years in line with State Pension age changes, is applicable.

Public Service Superannuation (Miscellaneous Provisions) Act, 2004:

There is no mandatory retirement age for ‘New Entrants’ from 1st April, 2004 to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004. 65 years is the minimum age at which a person may be paid. As a new entrant to the public service, under the terms of this legislation, new entrants will not be required to retire on grounds of age.

Anyone who is not a ‘New Entrant’ to the public service, defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004 is subject to compulsory retirement age of 65 years.

11. Travel:

Holders of the post shall hold a full driving licence for class B vehicles and shall drive a motor car in the course of their duties and for this purpose, provide and maintain a car to the satisfaction of the local authority. Travelling expenses and subsistence expenses necessarily incurred in the course of official duties will be refunded in accordance with appropriate rates in line with the relevant Department Circulars and Local Authority Travel and Subsistence Policy.

Offaly County Council, as employer, must be indemnified on your insurance policy. If during your employment, your licence is revoked, even temporarily, or if you receive endorsements on your licence, which may affect your duties, you are obliged to notify the Council immediately.

12. Taking Up Appointment:

Offaly County Council shall require a person to whom an appointment is offered to take up such appointment within a period of four weeks and if he/she fails to take up the appointment within such period or such longer period as the local authority in its absolute discretion may determine, the local authority shall not appoint him/her.

13. Recruitment & Selection Processes:

Shortlisting:

Normally the number of applications received for a position exceeds that required to fill existing and future vacancies to the position. While a candidate may meet the eligibility requirements of the competition, if the numbers applying for the position are such that it would not be practical to interview everyone, Offaly County Council may decide that a number only will be invited to same. In this respect, Offaly County Council provide for the employment of a short listing process to select a group for interview who, based on an examination of the application forms, appear to be the most suitable for the position based on the specific competencies identified in the job description. An expert board will examine the application forms against a pre-determined criteria based on the requirements of the position. This is not to suggest that other candidates are necessarily unsuitable or incapable of undertaking the job, rather that there are some candidates, who based on their application, appear to be better qualified and/or have more relevant experience. It is therefore in your own interest to provide a detailed and accurate account of your relevant qualifications/ experience on the application form. On occasion a short listing interview may take place.

Competitive Interview:

Selection will be by means of a competition based on an interview conducted by or on behalf of the local authority. The number of persons to be invited shall be determined by the Local Authority having regard to the likely number of vacancies to be filled. In light of COVID-19, interviews may be held via MS Teams rather than a traditional face-to-face interview. Candidates will be notified of the means through which the interview will be conducted prior to their interview date.

Candidates will be required to pay any expenses incurred by them in attending the interview. A panel may be formed on the basis of such interview. Candidates whose names are on a panel and who satisfy the local authority that they possess the qualifications declared for the post and that they are otherwise suitable for appointment may within the life of the panel be appointed as appropriate vacancies arise.

Right to Review

Offaly County Council’s Recruitment & Selection Policy document is available from the Human Resources Department on the HR page of iPortal or on our website at https://www.offaly.ie/careers/ . This document includes details of the review procedure available to applicants for each stage of the recruitment process.

14. Health:

For the purpose satisfying the requirements as to health, it may be necessary for the successful candidates, before they are appointed, to undergo at their expense a medical examination by a qualified medical practitioner to be nominated by the local authority. On taking up appointment, the expense of the medical examination will be refunded to candidates. The successful candidate must comply, at his/her own expense with such remedial requirements as the Council considers necessary.

15. Residence:

The holder of the post shall reside in the district in which his/her duties are to be performed or within a reasonable distance thereof.