Library Assistant

at  AO Shearman

LIBRARY ASSISTANT

We have an exciting opportunity for a Library Assistant to join the Research & Library tea, based in the A&O Shearman Belfast office. If you have strong IT skills and a background in administration, we would love to hear from you!

Based in the Belfast office as part of a team of 7, you will support the global network of A&O Shearman offices, facilitating access to information resources and services. You will be:

• Logging and processing materials including journals and magazines, looseleaf updates and books
• Providing access to online resources, interacting with users, library contacts and external providers
• Undertaking general administrative tasks to support the activities of the wider team

Daily activities will vary but within the role you will undertake the following tasks

Journal and looseleaf management

• Logging receipt of journal and looseleaf publications into the library management system (LMS)
• Labelling and distributing as required
• Claiming missing issues and pages

Processing new resources

• Labelling materials as required for each library and recipient
• Distribution of materials to global offices

Administering the joiners and leavers process

• Reviewing global new joiners report and sending role / practice specific Research & Library services welcome emails
• Checking leaver communications, identifying resources requiring return or reallocation and liaising with leavers
• Transferring / cancelling loans and subscriptions including updating LMS records

Management of access to online resources

• Ordering and issuing new user IDs when required including notification of usage terms
• Management of user list database to ensure currency and compliance with usage terms and providing information for subscription renewals and cost allocations
• Taking action when staff leave and liaising with stakeholders to reallocate accesses
• Provide first-line technical support for users, liaising with external suppliers and advising fixes for common problems.

Financial management

• Checking and coding invoices for payment
• Reallocating costs to client matters

Continuous improvement of processes

• Redesigning processes as needs change; proposing and introducing new approaches to support our affiliates to ensure maximum efficiency and consistency

General administration and support activities

• Monitoring Library team requests received via email, webchat, phone and in person on a rota basis using the Enquiry Management system, ensuring that requests are prioritised and resolved appropriately
• Data cleansing tasks
• Administration of overdue loans process and of updating user records in the LMS
• Involvement in promotional activities and campaigns