Senior Library Assistant

Introduction to Role:

Waterford City & County Council is currently inviting applications from suitably qualified persons for the above competition. Waterford City & County Council will, following the interview process, form a panel for the post of Senior Library Assistant from which future relevant vacancies may be filled subject to sanction approval from the Department of Housing, Planning and Local Government. This panel will exist for one year and may be extended for a further period of one year at the discretion of the Chief Executive.

Job description

The role of the Senior Library Assistant is to provide support to branch managers and senior staff within the Library Service. Senior Library Assistants are a vital link in the team which promotes the library as a focal point for cultural activities, for community development, for learning and as a digital hub. Senior Library Assistants provide support in areas where a certain level of experience and/or initiative is required, e.g., administration, accounts management, requests and so on.

Essential Requirements for the Post

The ideal candidate must be able to demonstrate that they have sufficient experience and a proven track record in the following:

·         Customer service

·         Working effectively as part of a team

·         Planning and prioritisation of workloads

·         Dealing effectively with conflicting demands

·         Working under pressure to tight deadlines

·         Adapting to change

·         Problem solving

·         Administration and report writing

·         Operation of ICT systems and standard office software packages

·         Project management

·         Budget management

·         Acting on own initiative

·         Ability to communicate effectively across different levels within an organisation

·         Maintaining confidentiality

Duties and Responsibilities

The duties of the office are to give to the local authority under the direction and supervision of it’s appropriate officer such services of an executive, supervisory or advisory nature as are required for the exercise and performance of any of its powers and duties and will include the duty of deputising for other officers of the local authority when required and such duties as may be required in relation to any other area of the local authority.

The duties of the Senior Library Assistant will be consistent with the provision of a modern 21st century public library service that is responsive to the changing requirements of customers of all ages and abilities.

The duties may include but are not limited to:

·                                     General Branch Library work and service development

·                                     Overseeing and delivering excellent customer service

·                                     Organising, running, and promoting local library events (including use of social media)

·                                     Supporting and promoting My Open Library and self-service technologies

·                                     Community engagement

·                                     Supporting and delivering national programmes and services for all members of the

Community in Reading and Literacy, Learning and Information and Community and Culture

·                                     Delivering user education in all areas of information provision including ICT and

eResources

·                                     Staff supervision

·                                     Stock selection, maintenance and collection development

·                                     Library Accounts

·                                     Cataloguing/Accessions

·                                     Requests

·                                     Deputise for managers at Grades 6 and 5 in their absence

·                                     Maintenance of house-keeping functions within computerised Library System

·                                     Liaising with community and education groups

·                                     Contributing to publicity and promotional activities including online

·                                     Contributing to events programme, e.g., workshops on library IT, local studies, class visits, story times, workshops, lectures and other events for adults and families

·                                     Ensuring high standard of health and safety and child protection

·                                     Schools Services

·                                     Management of the building/facility and service in the absence of a more senior officer

·                                     Any other duties that may be assigned from time to time.

The duties and responsibilities attached to the post may vary from time to time, without changing the general character of the duties or level of responsibilities entailed. The post holder may therefore be required to perform duties appropriate to the post, other than those detailed above and to take instructions from and report to an appropriate Officer or such designated Officer as may be assigned from time to time by the Council.

Persons employed will be required to work in any location within the Waterford City & County Council administrative area.

In addition, it is expected that the ideal candidate shall have:

·       An understanding of the City & County Council’s purpose and knowledge of public service organisation in Ireland

·       An ability to work effectively within a team to achieve a common goal, ensuring standards are adhered to and maintained

·       Good interpersonal and communications skills

·       The ability to provide excellent customer services and have a good understanding of Waterford City & County Council’s Customer Charter

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

·       An understanding of the changing environment and be capable of adapting to change to deliver quality services to our citizens

·       Good administrative experience

·       An ability to work with information and communication technology (ICT) in the library environment

·       An ability to work on own initiative in an independent environment and without constant supervision

·       An awareness of health and safety legislation and regulations, the implications for the organisation and the employee and their application in the workplace.

Candidates must also:

·       Have the knowledge and ability to discharge the duties of the post concerned.

·       Be suitable on the grounds of character.

·       Be suitable in all other relevant respects for appointment to the post concerned.

Candidates, if successful, will not be appointed to the post unless they:

·       Agree to undertake the duties attached to the post and accept the conditions under which the duties are or may be required to be performed.

·       Are fully competent and available to undertake, and fully capable of undertaking, the duties attached to the position.

Qualifications

The Minister for Housing, Planning, Community and Local Government has declared that the qualifications for the position of Senior Library Assistant shall be as set out hereunder.

1.     Character

Candidates shall 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

4. Age

Each candidate must be under 65 years of age on the latest date for receipt of completed Application Forms for the office if they are deemed not to be new entrants to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004.

However, the age restriction of 65 years does not apply to "new entrants" to the Public Service as defined by the Public Service Superannuation (Miscellaneous Provisions) Act 2004.

Desirable requirements

·       Knowledge of the structure and functions of local government, of current local government issues, and of the key influences of local government

·       An understanding of the role of Senior Library Assistant

·       An understanding of the representational role of the elected members and the need to work with them to deliver quality services and implement policy decisions

·       An ability to supervise a team effectively to achieve a common goal, ensuring strong governance and ethics standards are adhered to and maintained

·       An ability to motivate and encourage staff under his/her control to achieve maximum performance by supporting the current Performance Management and Development System (PMDS)

·       A career record that demonstrates an ability to supervise staff

·       Relevant administrative experience and input to delivery of organisational objectives

·       Proven management report writing and analysis skills

·       An ability to work under pressure to tight deadlines in the delivery of key operational objectives

The ideal candidate will also:

·       Be self motivated with ability to work on own initiative

·       Have strong interpersonal and communications skills and be capable of representing the Council in a professional and credible manner with all stakeholders

·       Have an awareness of Health and Safety Legislation and Regulations, the implications for the organisation and the employee, and their application in the workplace

SALARY

Salary scale: €36,113 - €55,460 (LSI2) per annum (EL 01/26). Payment of increments is dependent on satisfactory performance. Entry point of this scale will be determined in accordance with Circulars issued by the by the Department of Housing, Local Government & Heritage. Remuneration is paid fortnightly directly to the employee’s nominated bank account. The current wage pay cycle may be revised during the period of employment.

Remuneration is subject to all statutory deductions, e.g. P.A.Y.E. and P.R.S.I. Increments are paid annually subject to satisfactory attendance, conduct and performance and national agreements. Increments may be withheld if performance, attendance and/or conduct are not satisfactory.

Hours of Work:

The normal working hours are 35 hours per week (there will also be a requirement to work weekends). Flexible working arrangements apply. All hours worked are subject to and recorded in accordance with the provisions of the Organisation of Working Time Act, 1997, and the Organisation of Working Time Regulations, 2001. Waterford City & County Council requires employees to record their hours using the CORE/TDS Clocking system.

Annual Leave:

The annual leave entitlement for the grade is 30 days per annum. The Chief Executive of Waterford City & County Council retains autonomy with regard to office closures, (e.g. Christmas Office Closure); any days arising from such closure will be reserved from the employee’s annual leave entitlement. Proposed office closure days will be reviewed and advised to all employees each year.

Location of assignment/appointment:

Waterford City & County Council reserves the right to assign the successful candidate to any premises in use by the Council, now or in the future. The person appointed will be required to report to their place of work by their own means of transport and at their own expense.

Superannuation:

The relevant Superannuation Scheme will apply. The provisions of the Local Government (Superannuation) (Consolidation) Scheme 1998 may apply.

Persons who become pensionable officers who are liable to pay the Class A rate of PRSI contribution will be required, in respect of their superannuation contribution, to contribute to the local authority, 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (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 officers who are liable to pay the Class D rate of PRSI contribution will be required, in respect of their superannuation contribution, to contribute to the local authority at the rate of 5% of their pensionable remuneration. The provisions of the Spouses and Children’s/Widows and Orphans Contributory Pension Scheme will continue to apply.

New entrants will be admitted to the Single Public Service Pension Scheme with effect from the date of appointment. The scheme is contributory and provides pension, retirement gratuity, death gratuity and survivors benefits. To qualify for a pension the successful candidate must have served a minimum of two years employment in a Local Authority.

Retirement Age

There is no mandatory retirement age for new entrants to the public service as defined in the Public Service Superannuation (Miscellaneous Provisions) Act2004.

Anyone who is not a new entrant to the public service, as defined in the Public Service Superannuation (Miscellaneous Provisions) Act 2004, is subject to a compulsory retirement age of 70 years or as determined in accordance with Department Circulars and in line with Government Policy.

The maximum retirement age for new entrants as defined by the Public Service Pensions (Single Scheme and other Provisions) Act 2012 is 70 years.

The Council may refer staff to a medical advisor at any time to determine fitness to carry out the duties to which they have been assigned.

Incentivised Scheme for Early Retirement (ISER)

It is a condition of the Incentivised Scheme for Early Retirement (ISER) as set out in Department of Finance Circular 12/09 that retirees, under that Scheme, are debarred from applying for another position in the same employment or the same sector. Therefore, such retirees may not apply for this position.

Residence:

The successful candidate shall reside in the district in which his/her duties are to be performed, or within a reasonable distance thereof.

Drivers Licence:

Senior Library Assistant employed by Waterford City & County Council will be required to use their car on official business. In such situations the employee must hold a current clean driver’s licence and have available adequate means of transport.

It is the responsibility of the employee to arrange the appropriate car insurance for business use and to indemnify Waterford City & County Council with the indemnity specified on the insurance certificate under the heading “Persons or classes of person who are covered”. Documentation to confirm the appropriate insurance cover will be required to be supplied to the Council on an annual basis.

Code of Conduct/Organisational Policies:

Employees are to be required to adhere to all current and future Waterford City & County Council codes of practice including Code of Conduct of Employees and all current and future organisational policies including, but not limited to Health and Safety, Communications, Data Protection, Equality, Staff Mobility, Attendance Management and Use of Electronic Equipment. A full list of relevant policies is contained on the council Intranet.

Training:

Employees are required to attend and participate fully in training programmes as may be decided by the Council from time to time and to apply their learning in the course of their daily working activities.

Commencement:

Waterford City & County Council shall require a person to whom an appointment is offered to take up such appointment within a period of not more than one month (subject to notice requirements) and if they fail to take up the appointment within such period or such other longer period as the Council in its absolute discretion may determine, Waterford City & County Council shall not appoint them.

Reporting Arrangements:

Senior Library Assistant reports directly to the Grade 5 Librarian and ultimately to the City & County Librarian or to any other employee of Waterford City & County Council as the Chief Executive, Director of Services or other appropriate employee may designate for this purpose. A system of regular appraisal (PMDS) will be operated during employment, which will involve discussions between the employee and the line manager regarding performance and conduct.

Health & Safety:

Waterford City & County Council as an Employer is obliged to ensure, in so far as it is reasonably practicable the Safety, Health and Welfare at Work of all of its employees. Under the Safety, Health and Welfare at Work Act 2005, the County Council has a legal duty to exercise all due care and take all protective and preventative measures to protect the Safety, Health and Welfare of its employees. All employees also have a legal obligation under Safety and Health legislation to co-operate with management and not engage in any improper conduct or behaviour or do anything, which would place themselves or others at risk.

Employees must not be under the influence of an intoxicant at the place of work. Employees must comply with all Safety and Health rules and regulations and attend all required Safety and Health Training.