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Administrator/ Librarian

Job Description

Avaliable Job Today Job Purpose

· To effectively manage the library of Bristol Zoological Society for students, staff, volunteers and researchers.

· To be the front of house representative of the Conservation Education Centre and ensure smooth operation by supporting staff/external users, coordinating room bookings, supporting events, providing administrative support to teams and overseeing building management.

· To provide administrative and logistic support for the Head of Department and staff in the FCS dept, and for HE students based on site, including but not limited to: taking meeting minutes and booking meetings, managing access card deposit scheme, IT and student printing accounts, inventories and managing of field conservation equipment, proof reading documents, etc.

· To manage the relationship with Bristol Archives which hold the Society archives, liaising with staff, external researchers, and Bristol Archives regarding archival material held on deposit. Note you will not be responsible for archiving, but rather maintaining the relationship with Bristol Archives and facilitating access to our archive when needed.

· To guide and input into the design of the learning and resources spaces of the Conservation Campus at the new Bristol Zoo (currently Wild Place Project).

Main Duties

Administrator:

· Providing ongoing administrative and logistic support to Head of Department, Department of Field Conservation & Science staff, and Conservation Education Centre staff.

· Managing the room booking system in the Conservation Education Centre and liaising with BZS staff, partners and external enquirers and liaising to book rooms at Wild Place Project

· Oversee the Conservation Education Centre management, e.g. reporting IT and maintenance issues to relevant teams, liaise with teams for restocking of supplies when needed to ensure effective running of the building.

· Managing building card access system (with SALTO access database), providing student IT access and managing student printer with IT support

Library:

Ensuring the effective management of the library by:

· Providing front desk library services for the students, staff and volunteers of the Society – (including renewing library items, planning content of the collection, purchasing resources as needed, managing a small budget)

· Providing library inductions for new students and staff

· Managing a volunteer and liaising with research placement students based in library

· Work closely and liaise regularly with library staff at HE partner institutions and other relevant organisations (e.g. other zoos) to ensure library offer meets needs of users and best practice is shared.

Archives support:

Manage the Society’s archives:

· Dealing with research enquiries and arranging access to materials for researchers

· Liaise with Bristol Archives regarding archival records held on deposit

· Dealing with donations of archival material from staff and externally, and ensuring associated paperwork is completed and stored securely.

Other duties:

· Designing and delivering study skills sessions for students across courses, liaising with lecturers and programme leaders, and expanding provision based on programme requirements – or liaising with relevant staff at partner universities/colleges that specialise in such delivery to organise such sessions

· Work with FCS Head of Department and managers in the design of the new Conservation Learning Centre at the new Bristol Zoo (at Wild Place Project)

Key Performance Indicators

· Effective running of library

· Effective coordination of CEC building, with relevant teams from across the Society

· Successfully complete teaching of student study skills sessions in our HE programmes

Key Contacts – Internal & External

· This role will involve contact with staff across the Society who will require access to the library or archive resources

· It will also require liaising with external contact at other libraries within the UK, suppliers that maintain the CEC building and with Bristol Archives

Health & Safety

· Ensure that Health and Safety guidelines and fire regulations are strictly adhered to

· Comply with safe working practices as defined by The Society

· Complete training as and when required

· Take reasonable care for your own health and safety and that of others who may be affected by acts or omissions at work

· Report any accidents, incidents or near misses as soon as reasonably practicable

· Carry out regular fire drills

General

· Be aware of and adhere to Society policies at all times

· Take part in progress/performance reviews throughout the year

· Cooperate with other Society departments

· Attend training courses as required to meet the requirements of the role

· Take responsibility for own personal development, seeking out opportunities to learn new skills

· Undertake any other duties as requested by management which are reasonably deemed to be within the scope of the role

Notice period

· The notice period required from the role holder is a minimum of 1 month.

Working conditions

· The basic hours for the role are 37.5 hours a week; however, flexibility is required as the Society operates for 365/6 days a year, with 24-hour cover.

· The role holder may be required to work any additional hours necessary to satisfactorily fulfil the responsibilities of the role. We operate a TOIL system when this is needed.

Other

· Apply the Society values and behaviours to every aspect of the role at all times

· Promote and maintain the brand standards of the Society

· There may be occasions when the role holder is requested to work in other company locations, or carry out other duties considered reasonable by the Society or its representatives.

· To reflect any changes within the Society during the next few years, the scope of this role will be regularly reviewed and may evolve to meet those needs. Any changes will be agreed in advance with the role holder and confirmed in writing.

Job Type: Full-time

Salary: £23,594.00 per year

Benefits:

• Company pension

Flexible Language Requirement:

• English not required

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus scheme
• Commission pay
• Performance bonus
• Tips
• Yearly bonus

Ability to commute/relocate:

• Bristol, BS10 7TP: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 01/04/2023
Expected start date: 01/05/2023

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