Manager and Head, Library and Archives, Communication and Public Affairs Division
Reference: 110300315
Location: London, UK
Closing Date: 4 May 2011
Job Summary
The Manager & Head, Library & Archives is responsible for managing and providing efficient Library, Archival and Records Management services for the Commonwealth Secretariat. He/She provides leadership and strategic direction to the Library Team overseeing annual planning, personnel and financial management. To be effective the post-holder needs a combination of specialist expertise in Librarianship/Information Studies, the ability to network with external clients and Secretariat staff and an understanding of the areas in which the Secretariat works. The holder is the chief adviser to the Secretariat on issues around the library and archiving.
Task Description
The officer undertakes work in a number of areas.
Management
- Provides strategic direction and leadership for the Library & Archives
- Manages work undertaken by Library and Archives staff, including annual work plans, appraisals, staff leave, regular monitoring and preparation of rota for staff duties on enquiry desk.
- Manages the budget for library materials and for any special projects which are undertaken.
- Supervises and checks cataloguing and classification undertaken by library staff.
- Liaises with the General Services Section on matters relating to library accommodation and furnishing
- Liaises with the IT Section on matters relating to IT equipment provision
Collection Development
- Liaises with divisions and with individuals within the Secretariat about materials which they require. It is essential that he/she is in touch with what staff in the Secretariat’s divisions are working on and is able to alert them to new material which may be of interest.
- Organises, develops and maintains a systematic up-to-date collection of books, periodicals, reports and other documentation from a wide range of issuing bodies. He/She modifies the collection according to current needs.
- Recommends and selects books, periodicals, newspapers, official publications, etc by scanning publishers catalogues, book reviews, bibliographies and accessions lists.
- Purchases books and liaises with suppliers
Assistance to Users
- Undertakes limited research for senior staff using the library’s stock and online resources.
- Advises and assists staff and external users, including academics, writers and students
- Refers users to other libraries where the Secretariat does not have relevant materials
Development of Electronic Resources
- Works with the Documentation Officer in developing use of the new library management system (In-magic Genie)
- Expand access to electronic resources
Publicity and External Relations
- Raises the profile of the Library and Archives, both within and outside the organisation
- Builds relationships with external bodies, including librarians with an interest in relevant subjects and areas of the Commonwealth
Qualifications and Experience
- A degree, preferably in a subject related to the work of the Secretariat
- A post-graduate qualification in librarianship/information studies
- Experience in the development of library management systems
- Experience in the provision of materials in electronic format
- Minimum of five years library experience at senior level (including experience of managing a small team)
- Experience of drawing and managing a small budget
- A general understanding of the main issues in the areas of archives and records management
- Ability to catalogue and classify
Desirable
- Knowledge of the resources of other libraries
- Knowledge of the modern Commonwealth
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