Library Acquisitions Information Assistant

University of Birmingham; Birmingham; On-site; GBP 28,000 - 29,000; Full time

Job summary

University of Birmingham is seeking a Library Assistant in Academic Services to manage print and electronic library materials, create reading lists, and handle inter-library loan requests. You will process invoices, maintain supplier relationships, and provide guidance to staff and users.

The role supports equality, diversity, and continuous improvement within Libraries and Learning Resources. The post sits in the Acquisitions Team, within Libraries and Learning Resources, offering a supportive

Qualifications

• GCSEs to a minimum of grade C/4 in both English and Mathematics (or equivalent level 2 qualification)
• Strong numeracy and literacy skills
• Excellent communication skills including listening and questioning skills
• Excellent interpersonal skills
• Good level of IT literacy, including confidence in using a range of standard applications, e.g. Microsoft Word, Excel, etc., and the ability and willingness to develop these skills further, and to learn and adapt to new technologies
• Experience of using and maintaining complex and specialist systems and processes, e.g., library management and discovery systems, supplier platforms and third‑party databases
• Ability to work with accuracy to required standards and deadlines, and demonstrate attention to detail
• Good organisational skills with the ability to plan own work
• Demonstr demonstrable ability to work both independently and on your own initiative, and as part of a team
• Ability to work reliably and flexibly in a busy environment
• Experience of handling and resolving customer enquiries
• Knowledge or experience of library work, the book trade or publishing industry is desirable
• Understanding of the importance of equality and diversity in the workplace
• Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures

Responsibilities

• Use library management systems and supplier databases to identify and order print and electronic library materials, to track orders, and to check and receipt newly purchased stock. Liaise with colleagues and suppliers as needed to resolve queries.
• Create, edit, and review university reading lists using library management systems.
• Use library management systems and external library catalogues to process and fulfil inter‑library loan requests from university staff and students, including ordering, receipting and returning loaned items, monitoring progress of requests, and liaising with library users and suppliers to resolve queries.
• Work with spreadsheet reports to create orders, update library systems and collate information
• Act as a point of contact to provide accurate, timely information and advice to staff and library users on team processes, procedures, and content acquisition issues. Queries will be owned from initial contact to resolution. This will include recognising when queries need to be referred elsewhere.
• Process invoices in compliance with Library and University financial procedures in preparation for payment and accurately record details on the library management system. Check invoices for accuracy and refer any problems to a manager. Retrieve missing invoices from supplier platforms as required.
• Regularly communicate relevant information to colleagues, including senior team members and Library and Learning Resources managers, and content suppliers.
• Maintain working relationships with key stakeholders, such as library colleagues, university staff and suppliers.
• Provide training for new team members and other Libraries and Learning Resources staff.
• Review processes and tasks and proactively offer suggestions for improvement, sharing best practice as appropriate.
• Actively participate in wider Libraries and Learning Resources and University activities and projects as required.
• Undertake other duties commensurate with the grade which may be reasonably required.
• Supports equality and values diversity, moderates own behaviour to avoid unfair discriminatory impact or bias on others.

Skills

Strong numeracy

Excellent communication

Good organizational skills

Independent / proactive

Attention to detail

Education

GCSE English & Maths grade C/4

Tools

Library management systems

Microsoft Word

Excel

Supplier platforms

Job description

University of Birmingham is seeking a Library Assistant in Academic Services to manage print and electronic library materials, create reading lists, and handle inter-library loan requests. You will process invoices, maintain supplier relationships, and provide guidance to staff and users.

The role supports equality, diversity, and continuous improvement within Libraries and Learning Resources. The post sits in the Acquisitions Team, within Libraries and Learning Resources, offering a supportive