Librarian and Administration Officer


City University College



Reports to:


Job Purpose

The College Librarian primary role is to manage, organize, evaluate and disseminate academic information and provide support to members of the academic community including students, researchers and lecturing staff

You will be responsible for developing the library collection, both book and virtual, to support specific academic study and develop specialist knowledge and other functions, such as:

  • Ordering resources
  • Organising book and resource loans
  • Developing specialist collections
  • Developing online resources
  • Creating user-friendly ICT systems
  • Maintaining a programme of library events to encourage the use of the library facilities

Managing flexible Library opening times and line management of staff

Key Relationships

The Librarian role involves facilitating and supporting learning by teaching information literacy skills to students and staff within the classroom or virtual learning environments. You will devote considerable time working with electronic resources, involving database management and web page development. You must be very customer focused.

Managerially, the Librarian will liaise with curriculum leaders and lecturing staff on a regular basis and be required to attend regular academic planning meetings called Academic Department Heads and the Deputy Principal.

Duties and Responsibilities

The Librarian is an important member  of the college academic management team and will manage the following activities in the college library;

  • Develop and manage the collections of books and journals (both paper and electronic), as well as websites
  • Select, acquire and catalogue information using library and information software
  • Create, update and manage electronic and printed information resources
  • Coordinate and deliver information and digital literacy sessions to students , researchers and staff
  • Contribute to academic course development and liaise with academic departments
  • Assist researchers with literate searches using databases, printed resources and the internet
  • Establish and maintain effective working  relationships with academic staff and students
  • Manage and support the provision of reading list and allocate the length of loans
  • Take on responsibility, in some cases, for archives and other special collections that the college may wish to create
  • Deal with user enquiries, which may involve one – on – one advice sessions
  • Deal with budgets in relation to your allocated subject areas/department and in some cases, purchase resources
  • Maintain relationship with external bodies, such as suppliers
  • Keep up to date with developments in the library sector and participate in professional groups or networks.
  • Welcomes and liaises with students, faculty, staff and visitors on behalf of the university.
  • Distributes internal and external correspondence effectively and efficiently.
  • Develops and maintains electronic and paper files/folders and maintains effectively and maintains appropriate and administration procedures.
  • Answers all general queries and instigate appropriate response systems accordingly.
  • Assists in organising facilities and hospitality for Library and Learning seminars for external visitors
  • Distributes general circulars and maintain files of information appropriate for the effective and efficient operations.
  • Orders stationary, supplies and equipment required by the library and the office.
  • Obtains quotations from vendors for equipment and supplies; prepares purchase requisitions for books and online resources
  • Process and keeps records where necessary including invoices and liaise with finance teams.
  • Tracks expenditure and maintains logs of use through on line logging systems.
  • Supports administrative staff and partners by booking classroom, coordinating special events and communication with patterns across the university on matters relating to university facilities


The Library and administration officer should possess the following skills:

  • Well   – developed customer service and interpersonal skills
  • ICT   skills
  • Communication   and presentation skills
  • Research   skills
  • A   flexible approach to work
  • Negotiation   skills
  • Ability   to work as part of a team but also on your own initiative
  • Capability   to prioritize your work and meet deadlines
  • The   ability to think logically
  • Organizational   and self-management skills
  • An   appreciation of the pressures and demands within the academic work   environment


Essential Qualifications:

Master’s degree in Library and Information Science or Master’s degree in Education plus a Bachelor’s degree in Library and Information Science / Information Management or a post- graduate diploma in Librarianship accredited by the Chartered Institute of Library and Information Professionals. (CILIP)

Be a native speaker or English or possess IELTS 7.5 Academic


Working knowledge of Arabic


Demonstrate evidence through CV and interview of at least 5 years substantial and relevant management experience as senior librarian in an academic higher education context.

Desirable: Prior work experience in the GCC or in a UK – style HE University environment. A track record at middle management level in a UK tertiary college library or UK-style tertiary college in the Middle East.