Assistant Librarian

What we offer

Competitive salary

(IPA Grade 4)

Starting salary €43,309 per annum.

Rising to €67,639 (14-point salary scale, the top 2 points are long service increments).

Annual increase subject to satisfactory performance.

Additional pay increases in line with national pay agreements (1% June 2026).

Prior public sector experience will be taken into consideration in determining starting salary.

Holidays and Leave

27 days annual leave.

Hybrid working – up to 2 days working from home subject to operational demands.

The Institute currently has a flexible working hour attendance scheme in operation.

Central location

Based in Lansdowne Road, Dublin 4 beside dart station.

Premises subject to relocation to central city-centre office in 2027/28 (estimate).

Pension

Career-Average Defined Benefit Pension Scheme.

Retirement benefits are mainly based on a percentage of your pensionable earnings throughout your public service career (Single Pension Scheme for Public Servants).

Prior public sector employees (pre-2013) will be entered on to the IPA superannuation scheme.

Staff Development

Support for professional development programmes, to assist in developing skills and expertise.

Benefits

Employee supports including Employee Assistance Programme, Tax-free travel pass, Bike-to-work scheme.

Context

This is a newly created role to develop a Digital Knowledge Exchange for the IPA.

The IPA Digital Knowledge Exchange will be a searchable, open access digital repository that hosts copies of all research conducted by IPA faculty and post graduate level students, IPA publications and IPA Case Studies, making it accessible via the library services.

The repository will serve as a structured, permanent, and searchable archive for IPA affiliated research. It will be integrated into the IPA Library online services and openly accessible to public servants, policymakers, researchers, students, and the wider public.

Job Function

The Assistant Librarian (Systems & Electronic Resources) is responsible for managing and optimising the library’s core digital systems and platforms, ensuring seamless access to resources and supporting high-quality digital services for students, staff, and researchers.

The Assistant Librarian will lead and support the implementation, configuration, and ongoing management of the IPA Digital Knowledge Exchange, a new digital repository. This includes responsibility for technical setup, metadata standards, workflows, data quality, integrations with existing IPA systems, and end-user support.

The postholder will work closely with library colleagues, ICT and academic staff to ensure that the repository supports open access, research visibility, compliance, and long-term digital preservation.

The role also requires working with library colleagues in providing a library reference desk service to all IPA staff, students and researchers.

HOURS:

35 hours per week, including some evenings and Saturdays in accordance with Library rota requirements during the academic semester.

Main Responsibilities:

IPA Digital Knowledge Exchange Project

• Lead the technical implementation and configuration of the institutional repository.

• Develop ingestion workflows, metadata application, quality control processes, and documentation.

• Ensure the repository supports key scholarly communications functions including open access and research impact.

• Manage integrations with other institutional systems such as:

o Koha LMS

o Identity management systems (e.g. Ezproxy, SSO, SAML)

o Library Resource Discovery Tools

o ORCID, DOI/DataCite services

• Provide training and support for staff and researchers submitting materials.

• Ensure long-term sustainability through monitoring, upgrades, backups, and digital preservation practices.

• Collaborate with IT and external vendors on infrastructure, hosting, and technical support.

• Monitor repository analytics, generate reports, and contribute to research visibility initiatives.

Library Systems

• Administer, configure, and maintain the Koha LMS, including modules for cataloguing, circulation, acquisitions, serials and analytics.

• Manage the EBSCO Discovery Service, ensuring intuitive access, search optimization, and integration with all electronic resources.

• Manage electronic resource access including authentication, proxy configuration, link resolver maintenance, troubleshooting access issues, and coordinating with vendors.

• Support system integrations across the digital library environment (e.g. APIs, Z39.50, OAIPMH, KBART, SUSHI).

• Support system upgrades, migrations, testing, and quality assurance processes.

• Serve as the primary technical liaison between the library, IT services, vendors, and consortia.

• Ensure systems adhere to accessibility standards (e.g., WCAG) and data protection requirements (e.g. GDPR).

• Develop and maintain technical documentation, system configuration records, troubleshooting guides, and staff training materials.

General

• To deal with user queries either in person at the Library Inquiry Desk or by phone, e-mail and webchat as part of the library reference desk service rota.

• Provide day-to-day technical support for library staff and users.

• Contribute to digital strategy development, service improvement initiatives, and library modernisation projects.

• Participate in cross-library teams, working groups, and committees.

• Support staff training and capability-building in digital tools and systems.

• Assist with data quality projects, metadata enhancement, and workflow optimisation.

• Deliver excellent customer service and maintain professional relationships across the organisation.

• To provide information services to library users – including research support, literature searching, referencing, academic integrity etc.

• To promote the use of the Library.

• Undertake other duties as required to support the mission and strategic goals of the library.

About the ideal candidate

Qualifications

• Recognised post-graduate library and information studies qualification. (recognised by the Library Association of Ireland) essential.

Knowledge

• Strong understanding of library systems essential, (in particular Koha LMS).

• Knowledge of institutional repository platforms and research dissemination workflows.

• Metadata standards: MARC21, Dublin Core, RDA, MODS, METS.

• Interoperability standards: OAI-PMH, Z39.50, REST APIs, SUSHI, KBART.

• Principles of digital preservation, open access, and research visibility.

• Authentication/access: SAML, Shibboleth, EZproxy, OpenAthens.

• Accessibility and UX standards relevant to digital library platforms.

• Proficiency in Microsoft Office.

• GDPR and data security principles.

• Understanding of relational databases and SQL desirable.

Experience

• Minimum 3 years’ experience administering and supporting library management systems essential.

• Hands-on experience with repository management or digital asset systems.

• Experience configuring and troubleshooting access to electronic resources.

• Track record of contributing to system implementations, upgrades, or migrations.

• Experience preparing documentation, workflows, and user guides.

• Evidence of effective collaboration with IT teams and external vendors.

Skills

• Strong report design, presentation and layout skills

• Strong interpersonal skills and commitment to quality, delivering excellent customer services.

• Strong technical troubleshooting and problem-solving skills.

• Strong attention to detail and commitment to data accuracy.

• Excellent communication skills, including explaining technical concepts to non-technical staff.

• Project planning, testing, and documentation skills.

Personal attributes

• Proven ability to work on own initiative and work in a dynamic, flexible team environment.

• Demonstrate flexibility in adapting to changing requirements.

• Flexible approach to working hours as the demands of the post may require work outside normal office working hours from time to time.

• Commitment to continuous improvement, self development and learning to meet the evolving requirements of the department.

Health

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

General Conditions

This position will be filled on a two-year fixed term contract. Members of the staff of the Institute may be required to attend meetings and other functions on occasions outside normal working hours.

Our Values

Character: Each candidate must demonstrate commitment to the IPA values:

• Integrity;

• Client-Centred and Responsive;

• Openness and Accountability;

• Trust and Respect;

• Innovation and Learning;

• Research-Led;

• Practice-Led.