Job Description

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll - Applications submitted through any other platform will not be considered.Duties and responsibilities:

• Provide input into the development of relevant operational and strategic plans as part of the Library Management Committee (LMC).
• Implement the relevant annual/operational plan based on the strategic plan.
• Track and report on progress made with strategic/operational plans.
• Evaluate and update the circulation policy to align with user needs and institutional goals.
• Collaborate in the development of the Disaster management plan and mitigation strategies.
• Collaborate on the implementation of the Disaster management plan and mitigation strategies with stakeholders.
• Collaborate on the development and implementation of relevant OHS plans and reports.
• Develop and manage the implementation of guiding documents for all services (Policies, Procedure manuals, Service Level Agreements, Memoranda of Understanding, etc.).
• Build strategic relationships and stakeholder management by forging collaborations, through marketing and advocacy (e.g. conducting customer satisfaction surveys, etc.)
• Provide strategic and operational (various?) reports to inform continuous improvement and resource optimisation.
• Investigate and keep up to date with industry best practices and advancements in library technology, such as automated inventory management, self-checkout kiosks, and RFID systems, to enhance circulation procedures and improve customer service.
• Investigate and apply cutting-edge technologies like data analytics, machine learning, and artificial intelligence.
• Create and submit required reports to management.
• Lead, develop and monitor the implementation procedures and guidelines for System administration across all UFS Libraries.
• Develop operational systems and processes that serve the end user (Assessment of services, Analysis of statistics for decision making, Customer care and needs surveys, Benchmarking exercises, Springshare, for example LibAnswers management, etc.).
• Develop and maintain the necessary physical infrastructure to support the needs of the UFS community.
• Liaise with relevant internal stakeholders to address infrastructure-related matters and gather user experience data.
• Conduct research on best practices, collect feedback, and analyse trends to enhance library infrastructure and spaces.
• Prepare and submit proposals to the Library Management Committee (LMC) for infrastructure development and budget accordingly.
• Oversee the execution of approved infrastructure and space development plans to ensure they meet user needs and institutional goals.
• Design and evaluate in house training programmes to meet strategic priorities and identifying external training as required.
• Perform general administrative tasks, such as record keeping and filing.
• Perform and oversee meeting management and administration of team meetings, including chairing meetings, setting agendas and taking minutes.
• Perform the Sasol Librarys relevant operational administration, including but not limited to, the procurement processes, asset registers (infrastructure).
• Manage and track the relevant budget and expenditure (for infrastructure).
• Liaise with LIS Chief Officer: Finance Manager regarding the management and functions of outsourced services, such as cleaning and security.
• Control the administration of digital resources, such as multimedia files, e-books, and online databases.
• Gather information on trends and data to make informed circulation decisions.
• Admit external library patrons and inform them of the relevant policies and fees applicable.
• Employ data-driven approaches for collection management.
• Develop and coordinate the process of a robust stocktaking programme that utilises technology for accuracy and efficiency.
• Supervise various staff members within the department.
• Manage and log temporary appointments and claims for LIS.
• Encouraging staff to have conducive performance plans and supporting staff to have the necessary resources to address performance issues; and recognising staff for contributions to LIS and success achieved.
• Provide feedback to employees based on job performance and provide guidance and support to address developmental areas.
• Approve leave requests to staff members in the reporting line.
• Handle disciplinary and grievance matters in line with UFS policies and procedures.
• Take part in recruitment and appointment processes of staff as per the human resources planning.
• Participate in the induction and training of new staff in LIS.
• Oversee staff providing after-hour services.
• Implement and monitor the implementation of OHS regulations and policies.
• Train library employees on client engagement, circulation protocols, and best practices for customer service.
• Develop, implement and monitor Quality Assurance practices within circulations.
• Engage with library users, answering their questions and concerns about client services and circulation.
• Leverage data analytics to optimise policy effectiveness and user satisfaction.
• Implement advanced systems to streamline the circulation of resources.
• Utilise user feedback and technology to enhance efficiency and user experience.
• Implement and monitor a reservation and recall system that ensures equitable access to high-demand resources.
• Use predictive analytics to anticipate user needs and reduce wait times.
• Implement various strategies and approaches to identify user needs and experiences to gather data for evidence-based decisions.
• Create awareness of UFS Library policies and processes among patrons.
• Develop, implement and monitor plans to encourage inclusivity in the library.
• Create and maintain an automated, user-friendly reminder system that integrates with multiple communication channels.
• Develop and implement pre-emptive measures to minimize overdue occurrences.
• Implement a transparent, fair fine system that balances accountability with user support.
• Consider, implement and maintain alternative solutions such as resource replacement programs or service-based compensations.
• Review and update shelving strategies to reflect changing user behaviours and needs.
• Liaise with relevant stakeholders to encourage inclusivity and gather more inclusive input, such as CUADS, SRC and various student associations.
• Collaborate with various UFS departments to enhance service offerings by identifying needs and addressing gaps.
• Collaborate with ICTS to guarantee that technology is seamlessly incorporated into circulation services.
• Take part in outreach initiatives to advertise library services and get input from the user base.
• Collaborate with UFS Library staff on first-year orientation sessions.
• Develop training content from service providers and ICT protocols.
• Coordinate the implementation of relevant training across UFS Libraries.
• Train Sasol Library staff in administrative and record keeping.

Inherent Job Requirements:

• Bachelors degree or BTech degree on NQF Level 7 in Library and Information Science

or

• Any Degree plus Postgraduate diploma on NQF Level 8 in Library and Information Science field.
• Minimum of four (4) years relevant working experience relating to the duties and responsibilities.
• Membership of LIASA (Attach the 2025 certificate).

Recommendations:

• Honours degree on NQF Level 8 in the field of Library and Information Science.
• Experience within the higher-education environment.
• Knowledge of university systems, policies, and procedures.

CompetenciesKey Competencies:

• Results Orientated:

- The ability to cope with a frequently changing environment and to adapt to evolving situations.
- The ability to be reliable, responsible, dependable and to fulfil obligations.

• Strategic Thinking:

- The ability to deal with several activities at a time.
- The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.

• Business Acumen:

- Proficient in using MS Office.
- Library Management System (ALMA).

• Leading:

- The ability to lead, take charge of situations, and offer opinions and directions to others.
- The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

• Building Coalitions:

- The ability to be self-assured and at ease with people in all types of social situations.
- The ability to be sensitive and understanding to the needs and feelings of others.Required DocumentsPlease ensure that all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED

• A detailed curriculum vitae and cover letter.
• Copies of qualifications or proof of qualifications obtained (please provide the SAQA accreditation in the case of foreign qualifications).
• A copy of your identity document (SA ID or passport for foreign nationals).
• Proof of registration with a Professional Body (if required).
• A copy of your drivers license (if required).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Assumption of duties:
As soon as possible.Closing date:
24 April 2025Salary:
The salary is available on request.Fringe benefits:
(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.Enquiries:
For enquiries, please feel free to contact 051 401 9813 or email PhokaR@ufs.ac.za. Additionally, kindly contact 051 401 9810 / 9814 / 2979 for assistance.General:
The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Policy is available at : EEA13_EE Plan UFS 1 March 2022 (003).pdfThe University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.

University of the Free State