Senior Assistant Officer: Shelver/Circulations (post level 12): Library and Information Services (Job ID 6545)

Job Title

Senior Assistant Officer: Shelver/Circulations (post level 12): Library and Information Services (Job ID 6545)

Organizational Unit

University of the Free State -> Deputy Vice-Chancellor: Research, Innovation and Postgraduate Studies -> Library and Information Services

Contract Type

Permanent

Occupational Level

Semi-Skilled

Location

Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date

31/7/2026

Description KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll - Applications submitted through any other platform will not be considered. The system allows a maximum of eight attachments. To avoid upload issues, we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

Requirements To ensure your application is complete, you must submit ALL documents listed under the inherent requirements, as well as the following standard documentation:

• A detailed Curriculum Vitae.
• Copies of your qualifications, or official proof of qualifications obtained (If you hold foreign qualifications, please include SAQA accreditation).
• A copy of your identity document (South African ID or passport for foreign nationals).
• Confirmation of employment in the form of a letter, appointment contract, service certificate, or recent payslip from your current or most recent employer (applicable to external applicants only).

Duties And Responsibilities Collection maintenance

• Shelve library materials daily according to the Dewey Decimal Classification (DDC) system ,
• Perform administrative duties during stocktaking projects and processes to determine status of collections as per the Catalogue.
• Perform administrative duties during the weeding of redundant collections to ensure up-to-date collections.
• Empty book drops (Chutes) located in the UFS Libraries.
• Review materials for damage and routing to Metadata subdivision for repair.
• Sort material into general call number categories in stacks-office area.
• Pick up left over material on all tables on all floors and levels.
• Conduct regular shelf-reading activities to verify material on the shelves and check call number accuracy and straighten shelves.
• Record shelving errors.
• Observe new acquisitions to accurately record collection growth.
• Assist users by locating physical items, helping them acquire books in process.
• Support and provide backup for other shelvers as needed.
• Train new student assistants on shelving.
• Compile statistics on the number of books shelved per day, week and month.
• Coordinate movement of all materials transferred from the shelves to the storage.
• Conduct regular inspections of shelving areas to make sure that the collection is easily accessible and in good condition.

Circulation

• Execute all circulation functions (issuing, returns, renewals, reservations, and fines management) accurately and efficiently using Alma Learning Management System (LMS).
• Inspect, monitor and perform routine checks on library equipment, such as printers, copiers, and self-checkout machines.
• Reporr any maintenance issues to the appropriate personnel.
• Scan and upload digital copies of library materials to the library's digital repository for ease of access to the end users.
• Process, organise and maintain the short-term loan collection by processing and organising reserve materials.
• Participate in library orientation sessions by demonstrating procedures, services and resources.
• Prepare new materials for circulation by adding barcodes, RFID tags, labels, date slips and protective covers.
• Gather user feedback and recommend areas for service improvement and implement changes accordingly.
• Collaborate with faculty librarians by assisting with the processing and digitisation of approved electronic course reserve materials.
• Train users on the self-check machine, library app and the return chute.

Customer Service

• Provide professional frontline customer service by assisting library users with general enquiries, navigation of the self-checkout machines and other self-service technologies.
• Assist users to locate information resources on the shelves.
• Respond toroutine enquiries regarding overdue notices, fines, and account status updates.
• Monitor the performance of the self-checkout system and report any faults to the LIS ICT.
• Support the implementation of library campaigns, outreach programmes, and special projects as directed.
• Promote a welcoming, organised and user-centred library environment.

Inherent Job Requirements

• Grade 12 or National Vocational Certificate on NQF Level 4 (attach a copy).
• Minimum of one (1) year’s relevant working experience in a library or information services environment.

Recommendations

• A qualification in Library and Information Services (attach a copy).
• Experience using a Library Management System (LMS) (e.g. Alma, Sierra, Koha, Symphony).
• Experience in shelving and organising materials using the Dewey Decimal Classification (DDC) System.
• Ability to read, write, and understand instructions in English.
• Basic numeracy skills (for numbering and sorting systems).
• Ability to alphabetise and sort numerically.
• Relevant experience within the higher education environment.
• Knowledge of university systems, policies, and procedures.

Competencies

Key Competencies Required

• Results Orientated:
• The ability to stick with tasks , not give up, and overcome obstacles in completing one’s task.
• The ability to be reliable, responsible, dependable and to fulfil obligations.
• Strategic Thinking:
• The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.
• The ability to carefully analyse information and use logic to address issues and problems at work.
• Business Acumen:
• The ability to adhere to rules and strictly follow work regulations.
• Proficient in using MS Office.
• Leading:
• The ability to maintain high levels of personal motivation, energy and enthusiasm.
• The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.
• Building Coalitions:
• The ability to be sensitive and understanding to the needs and feelings of others.
• The ability to interact with others and establish personal connections with people.

Assumption Of Duties As soon as possible

Closing Date 31 July 2026

Salary The annual remuneration package, including benefits is R 403 692.54 – R 506 869.63 per annum, depending on the budget available for the position, relevant work experience and qualifications.

Fringe Benefits (Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.

Enquiries For enquiries ONLY ; please feel free to contact 051 401 9813 or email PhokaR@ufs.ac.za. Additionally, kindly contact 051 401 2558 / 2876 for assistance.

General The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Plan is available at:

ufs-employment-equity-plan_2025.pdf

**The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to