Senior Coordinator: Access and Lending - Department of Library Services

DEPARTMENT OF LIBRARY SERVICES SENIOR COORDINATOR: ACCESS AND LENDING PEROMNES POST LEVEL 7 In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy. The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

JOB PURPOSE: Accept responsibility as Senior Coordinator: Access & Lending, for the overall management of the Unit by: Strategic management and leadership of the Unit and portfolio; Managing the Circulation and Inter Library Loan modules of the Worldshare Management System, to optimize access and discoverability of information resources; Managing the financial administrative process of the Circulation and Inter Library modules; Managing interfaces and collaborating with stakeholder; Aligning Access & Lending policies and procedures for all UP libraries; Ensuring full utilization of the Circulation and Inter Library Loan modules of the Worldshare Management System; Aligning the unit workflows with library strategies; Providing professional leadership; Developing and training Access & Lending staff.

RESPONSIBILITIES

The successful candidate’s responsibilities will include, but are not limited to: Coordinate workflows on the Worldshare Management System in collaboration with stakeholders: Aligning activities related to the Circulation and Interlibrary Loan (ILL) Modules across the Department of Library Services; Generating statistics for various circulation and ILL functions within the Department of Library Services; Coordinating the daily transfer of data from People.

Soft Central data systems (HR and Campus), monitor data quality, and resolve errors; Executing circulation related tasks in People. Soft, including blocking client records, verifying staff appointments and student registrations, creating blacklists and other lists for faculty library managers; Evaluating enhancements on the Worldshare Management System, and implement relevant applications; Support, facilitate and guide Circulation staff in all UP libraries with regards to the Worldshare Management System and processes: Investigating work processes to optimize the integrated design of the Worldshare Management System; Securing staff by-in for optimization efforts through effective change management practices; Implementing policies, procedures, and enhancements related to Access & Lending matters; Managing Access & lending services delivery to ensure consistent service quality across faculties, while addressing individual faculty needs as appropriate; Reviewing the library records of staff that resign, and sign off on the UP-indemnity form; Manage, support and facilitate all aspects of the Access & Lending Unit in the Merensky library: Managing the unit in accordance with relevant policies and procedures; Overseeing Human Resource Management activities for all reporting staff; including leave approval, performance management, training, job descriptions, recruitment and selection, and staff development needs in line with contracts; Facilitating effective communication between the unit and all relevant internal and external stakeholders; Maintaining communication systems and channels to ensure the effective flow of relevant information; Manage the External user component of the Department of Library Services: Managing external user interfaces and negotiate as necessary; Attending to all GIBS staff and student registrations on Worldshare Management System and People.

Soft Permission Manager, and provide feedback; Coordinating enquiries from external stakeholders, including other tertiary institutions, researchers from UP faculties, SSC, Enterprises UP, ARC staff, embassy personnel, and other external users; Managing the innovative delivery of services to meet the evolving needs of clients; Advising all clients on the availability and accessibility of information resources; Coordinate prescribe and recommended book list processes: Ensuring the optimisation of processes with all stakeholders; Ensuring the relevance of the Study Collection in support of the teaching and learning priorities of the University; Consolidating the Study Collection and integrating other donated collections, such as SRC book collection, where applicable; Professional development: Continuously improving professional knowledge and skills; Integrating new products, services and tools into work processes; Assessing the impact of changes within the University, the higher education sector (learning, teach-in and research) and international trends on services.

MINIMUM REQUIREMENTS: A four-year degree; OR A three-year degree PLUS a Postgraduate Diploma; Honours as a recommendation; Five years’ relevant experience in/as: The Circulation and ILL section of an academic library; Using and managing the computerized Access & Lending modules; Coordinator responsibilities of an Access & Lending unit; Supervisor.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES): Knowledge: Sound knowledge of academic library policies; Sound knowledge of the Circulation module of the Worldshare Management System; Technical competencies: Computer Literacy, including Library Software and programmes; Behavioural competencies: Interpersonal skills; Conflict management and communication skills; Appropriate language and communication skills; Client service orientation; Training skills; Accuracy and a sense of responsibility; Financial management skills; Interviewing skills.

ADDED ADVANTAGES AND PREFERENCES: A Master’s degree; Two years’ management experience. PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process. The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines.

UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium. Applicants are requested to apply online at www.up.ac.za, and follow the link: Careers@UP. In applying for this post, please attach: A comprehensive CV; Certified copies of qualifications; Names, e-mail addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 22 October 2026 No application will be considered after the closing date, or if it does not comply with at least the minimum requirements. ENQUIRIES: Mrs. Lebo Jele, Tel: (012) 420-2221 for application-related enquiries, and Mr. Modisa Khosie, Tel: (012) 420-2020 for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 December 2026, please accept that your application has been unsuccessful. The University of Pretoria is committed to equality, employment equity and diversity. In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply. By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information including, but not limited to, qualifications, criminal record, credit record, current and historic disciplinary proceedings as part of the selection process.

The University of Pretoria reserves the right to not fill the advertised positions.