Senior Library Assistant (part time) London/Belfast

Library Assistant - United Kingdom, United Kingdom

Ref: 144Monday 6 September 2021


Global law firm requires a Senior Library Assistant to be based in Belfast/London. Part time (22.5 hours per week). The core of the role is managing a range of subscriptions and contracts for resources in all formats – online, online/print, and print, liaising with vendors and stakeholders to agree requirements and terms. The post holder will work independently on subscription management but is expected to work seamlessly with the Resource Coordinator and library colleagues in other offices and develop strong relationships. The post holder will also be expected to complete other library collection management tasks, in particular processing new resources.

It is anticipated that approximately 2/3 of the role will be devoted to subscription management and 1/3 to library collection work, but this will vary week to week.

Subscription management

  • Ascertain user requirements for purchase and renewal of print and online resources including, journals, looseleafs and online resources
  • Analyse usage data and engage with users and colleagues to ensure the firm gains value from its resources throughout the period of the subscription
  • Negotiate prices and make recommendations to stakeholders
  • Negotiate and agree usage terms with vendors and communicate details to users
  • Liaise with Resource Coordinator and Library Manager to ensure contract terms are within guidelines and consistently applied
  • Agree and implement cost allocations
  • Administration: claiming missing items; processing of invoices; maintaining library management system (LMS) records; weeding and archiving of old resources; updating of internal records (intranet, product profiles, knowledge collections).

Library collection management activities:

  • Cataloguing and classifying subscription resources; checking and amending imported bibliographic records; logging, processing and distributing physical items to all offices.
  • Acquisitions: Working with Practice Librarians and overseas contacts to ensure items are identified, ordered and distributed; ensuring the correct authorisations are obtained; negotiating discounts with suppliers and updating library management system (LMS) records.
  • General administration and support activities
  • Monitor the Library team phone and incoming mail using the enquiry management system, ensuring that enquiries, access and support requests are prioritised and resolved
  • Additional tasks as defined from time to time.


Key requirements

This role requires a flexible and creative individual, keen to contribute to the development of the firm's procurement processes and approaches. In detail it is expected that the successful candidate will have:

  • At least 3+ years’ experience in a similar position with responsibility for subscription management (including digital resources) within a library environment
  • Experience of library processes and management, particularly cataloguing
  • Creative and confident negotiation skills
  • Strong communications skills
  • Proactive and pragmatic in managing vendors and stakeholder expectations
  • A good eye for detail and excellent time management
  • Technical expertise and fluency in the use of automated library management systems (LMS) is essential.
  • Adaptable, resilient, and flexible approach to work
  • Have a team orientation at all levels
  • Be enthusiastic about providing a service to clients, both internal and external
  • A professional, solutions oriented approach and a proactive ‘can do’ attitude
  • Please note this is a part time position, 3 days a week working 22.5 hours, between Monday to Friday.