Library Assistant

The Open University UK; Milton Keynes; Hybrid; GBP 21,000 - 27,000; Full time

Job summary

The Open University UK in Milton Keynes is seeking a proactive Library Assistant to support the Content Licensing and Intellectual Property team, focusing on purchasing, renewal of online and print content, and managing orders and invoices for researchers and staff.

You will work with the Senior Library Assistant, balance priorities to meet deadlines, maintain financial data, and help promote library resources to a broad user base.

Qualifications

• Experience using Microsoft Office, especially Excel, Outlook and Word.
• Proven ability to improve administration processes with accuracy and attention to detail, particularly with financial data.
• Evidence of ability to identify and resolve problems.
• Ability to work independently and collaboratively, prioritising workload, taking responsibility and using initiative.
• Experience of providing excellent customer service.
• Confident, professional and articulate, able to engage with a wide range of internal and external customers.
• Evidence of strong team working and building good relationships.
• Experience working in a finance role and with external suppliers.
• Experience of using a Library Management System.

Responsibilities

• Undertaking administrative processes supporting content acquisition, including placing orders, receipting and invoicing, maintaining accurate subscription records, producing data for reports and contributing to systems reviews and process improvements.
• Researching and checking the availability of items for purchase or loan, liaising with libraries, book suppliers and journal agents, placing orders and monitoring supplier performance against agreed contractual terms.
• Responding to enquiries from Library users via webchat, email, telephone and in person, ensuring enquiries are accurately recorded.
• Collecting and collating usage data to evaluate the use and effectiveness of online content purchased by Library Services.
• Maintaining cost data in subscription records, producing budget and expenditure reports, processing publisher updates, resolving discrepancies with the Senior Library Assistant and advising colleagues of changes.
• Supporting the Library’s work to meet the needs of students with disabilities by assessing online platforms and content against agreed accessibility criteria and providing reports to inform purchasing decisions and publisher engagement.
• Contributing to initiatives that promote awareness and use of Library content among students and researchers, including social media and other appropriate channels.
• Supporting services across the wider Library, including Research Support and the Enquiries Helpdesk.

Skills

Microsoft Office

Excel

Outlook

Word

Administration processes

Customer service

Problem solving

Teamwork

Finance experience

Library Management System

Tools

Library Management System

Job description

Department: Content Licensing and Intellectual Property

Closing Date: 28 September 2026

Weekly Working Hours: 37

Contract Type: Permanent

Fixed Term Contract: End Date: Not Applicable

Welsh Language: Not Applicable

Change your career, change lives

The Open University is the UK's largest university, a world leader in flexible part-time education, combining a mission to widen access to higher education with research excellence, transforming lives through education. Find out more about us and our mission by watching this short video (you will be taken to YouTube by clicking this link).

About the Role

You will provide proactive and efficient administrative support to the Library Services Content and Licensing team, while also assisting with service delivery across other areas of the Library as required. The role involves purchasing and renewing both online and print content from multiple suppliers, managing orders and invoices, evaluating resource usage, value and accessibility, promoting library resources, and providing document delivery and inter-library lending services for Open University researchers and staff. You will contribute to both project work and business-as-usual activities, balancing competing priorities to ensure deadlines and service requirements are met. In addition, you will organise and maintain financial transaction data, providing information to support decisions relating to the acquisition, licensing and use of online information resources, as well as the Library's annual Information Resources Budget. Working closely with the Senior Library Assistant, you will also provide deputising support when required. Flexibility is essential, as Library Assistants are expected to support a range of library operations and may be called upon to assist other areas of the service in response to business needs.

Key Responsibilities

This is not an exhaustive list of duties or a restrictive definition of the post, but a guide to the post-holder’s main priorities and typical activities. Duties may change over time as priorities and requirements evolve and may be amended by the line manager following discussion with the post-holder.

• Undertaking administrative processes supporting content acquisition, including placing orders, receipting and invoicing, maintaining accurate subscription records, producing data for reports and contributing to systems reviews and process improvements.
• Researching and checking the availability of items for purchase or loan, liaising with libraries, book suppliers and journal agents, placing orders and monitoring supplier performance against agreed contractual terms.
• Responding to enquiries from Library users via webchat, email, telephone and in person, ensuring enquiries are accurately recorded.
• Collecting and collating usage data to evaluate the use and effectiveness of online content purchased by Library Services.
• Maintaining cost data in subscription records, producing budget and expenditure reports, processing publisher updates, resolving discrepancies with the Senior Library Assistant and advising colleagues of changes.
• Supporting the Library’s work to meet the needs of students with disabilities by assessing online platforms and content against agreed accessibility criteria and providing reports to inform purchasing decisions and publisher engagement.
• Contributing to initiatives that promote awareness and use of Library content among students and researchers, including social media and other appropriate channels.
• Supporting services across the wider Library, including Research Support and the Enquiries Helpdesk.

All staff are expected to:

• Undertake any other duties which may reasonably be required.
• Take reasonable care of the Health and Safety of themselves and that of any other person who may be affected by your acts or omissions at work.
• Demonstrate a strong commitment to the principles and practice of equality and diversity.
• Attend appropriate staff development events and undertake appropriate training where necessary to improve skills.

About You

• Experience in Microsoft Office, particularly Excel, Outlook and Word.
• Proven experience using and improving administration processes, accuracy and attention to detail, particularly working with financial data, displaying a high degree of organisational ability.
• Evidence of ability to identify and resolve problems.
• Ability to work independently and collaboratively, prioritising workload, taking responsibility and using initiative and judgement to respond flexibly to competing demands.
• Experienceof providing excellent customer service.
• Confident, professional and articulate, able to engage with a wide range of internal and external customers.
• Evidence of strong team working, building good relationships and contributing to the team through constructive feedback.
• Experience working in a finance role
• Experience of working with external, third party suppliers.
• Experience of using a Library Management System

Support with your application

If you have any questions, or need support or adjustments relating to your application, the recruitment process, or the role, please contact us on 01908 541111 or email [e-mail] quoting the advert reference number.

What's in it for you?

At The Open University, we offer a range of benefits to recognise and reward great work, alongside policies and flexible working that contribute towards a great work life balance. Get all the details of what benefits we offer by visiting our Staff Benefits page (clicking this link will open a new window).

We are open to discussions about flexible working. Whether it’s a job share, part time, compressed hours or another working arrangement. Please reach out to us to discuss what works best for you.

Working Location:It is anticipated that a hybrid working pattern can be adopted for this role, where the successful candidate can work from home and the office. However, as this role is contractually aligned to our Milton Keynes Office, it is expected that some attendance in the office will be required when necessary and in response to business needs. We’d expect this to be 2 days per week (including a Wednesday), but this could be more often if business needs dictate. Full-time working based from our Milton Keynes site is also supported if this is preferred by the candidate. Expenses associated with travel to our Milton Keynes site are not reimbursable.

Next steps in the Recruitment process

Interview dates are likely to be at the beginning of October.

Early closing date notification

While most roles will remain open until the advertised closing date, applications may be reviewed on an ongoing basis. In some cases, vacancies may close earlier if a sufficient number of suitable applications have been received and equality impacts have been appropriately considered. All roles will remain advertised for a minimum of one week before any early closure is implemented.

If you have started an application or were in the process of applying when the advert closed, we encourage you to get in touch. We are committed to understanding individual circumstances and can offer further support where needed, including reasonable adjustments for applicants with protected characteristics.

The Open University is committed to equality, diversity and inclusion which is reflected in our mission to be open to people, places, methods and ideas. We aim to foster a diverse and inclusive environment so that all in our OU community can reach their potential. We recognise that different people bring different perspectives, ideas, knowledge, and culture, and that this difference brings great strength.We strive to recruit, retain and develop the careers of a diverse pool of students and staff, and particularly encourage applications from all underrepresented groups. We also aspire to make The Open University a supportive workplace for all through our policies, services and staff networks.