You Want Me To Do WHAT?

You Want Me To Do WHAT?You Want Me To Do WHAT?Job Descriptions and Competencies

for Library Technicians

By: Janice Pividor,

Deb Cooper and Linda Crosby

OLA Super Conference

Friday, February 4, 2005

New Path Towards Employee New Path Towards Employee Performance DevelopmentPerformance Development

Today’s session will focus on:Today’s session will focus on:

• Creation of a Job Fact Sheet / Job Description

• What competencies are and how to include them in a Job Description

• Touch upon Professional Development plans

LHSC MissionLHSC Mission

“Together we care, we learn, we discover”

Organizational GoalsOrganizational Goals• Fulfill LHSC mission - attract and retain the

best people

• Provide an environment that inspires teamwork, respect for the individual and professional development

• 2001 @Work survey indicated performance

development needs not being met by current system

Performance Development Performance Development was designed to:was designed to:

• Ensure workforce competencies are continually assessed and developed to meet current and emerging needs at LHSC

• Enhance communication between the employer and employees by providing a forum for dialogue about job responsibilities

• Enhance employees’ job-related skills and assess their ongoing training and development needs

The LHSC The LHSC Library Technician Library Technician

ExperienceExperience

Trendsetters or guinea pigs?Trendsetters or guinea pigs?

Library Services, as part of a department that focused on learning and development,

was chosen to be part of the trial implementation.

LHSC Library TechniciansLHSC Library Technicians

• Work as a self-directed team, along with the librarian.

• Library Technicians wrote their own Job Fact Sheet.

The paper trail…The paper trail…Job Fact Sheet (Job Description)Job Fact Sheet (Job Description)

• The existing document (JFS) for the Library Technicians at LHSC was woefully out of date.

• Performance Development had not been a corporate priority for some years.

How did we do it?How did we do it?

• Shared effort by all Library Technicians

• Final document reflected all aspects of Library Technician jobs

• Verified against Librarian and Team Assistants/Secretaries JFS to ensure no gaps or overlaps

Job Job CompetenciesCompetencies

Check with your company / institution!

Your Human Resources department may provide some competencies to be used or

formats from which to work.

More is not better - specific aspects may fit under a more general heading.

CompetenciesCompetencies

• Communicating Effectively

• Ethics and Integrity

• Customer Orientation

• Problem Solving and Decision Making

• Adaptability to Change

• Time Management

• Initiative and Resourcefulness

• Dependability

LHSC wanted to evaluate all employees against “core competencies” that all staff were expected to have. They are:

Library Technicians were required to identify those skills and talents that are unique to library workers, and, in our case, those required by our medical setting.

Library Technician Library Technician Specific CompetenciesSpecific Competencies

• Information Literacy SkillsInformation Literacy Skills

Demonstrates information literacy skills in acquiring and evaluating, organizing and maintaining, interpreting and communicating information.

• System / Process SkillsSystem / Process Skills

Utilizes system and process skills and applies library methods and techniques to acquire materials and provide services.

• Technology SkillsTechnology Skills

Demonstrates a working understanding of the role technology plays in the creation, retrieval and delivery of library resources, functions and services.

• Trend AnalysisTrend Analysis

Monitors and responds to trends and developments within the library field.

• Role and Purpose of LibraryRole and Purpose of Library

Demonstrates knowledge of the structure, mission and role of libraries and responsibilities of library staff.

Job Job DescriptionsDescriptions

Major parts of a Job Description depend on the format used by your

workplace. Common parts are:

• Job summary• Educational or other

requirements• Independence of

action• Supervisory• Contacts

• Responsibilities• Minimum experience• Impact of errors• Physical, mental or

visual demands• Working conditions

• Job SummaryJob Summary

Library Technicians are library specialists who link the LHSC community to relevant information and resources and who lead the LHSC community through the rapidly changing and new information and technology needs. To this end, the position is responsible for leading services such as: serials and monographs acquisitions. . .

• ResponsibilitiesResponsibilities

Serials and monograph acquisitions Document delivery / ILL Circulation / collection maintenance Reference and teaching Administrative duties, fiscal

management, planning and development

• Independence of ActionIndependence of Action

1. What policies, etc. govern activities in this role?

2. List typical examples of decisions made without reference to a leader.

E.g. setting goals and objectives

3. List examples of situations where guidance is sought. E.g. staff recruitment

4. How is work reviewed?

5. Indicate financial responsibilities.

• Impact of ErrorsImpact of ErrorsFor example:

Activity:

serials and monograph acquisitions

Potential error: incorrect order

Impact of error: loss of funds due to cost of returning items

Correction: incumbent to follow acquisitions policies and procedures

• ContactsContactsInternal

Title Frequency Nature Method

Physicians daily Assist in accessing services; instruction

Oral and written

External

Title Frequency Nature Method

Books and journal vendors

daily Order new materials; evaluate products

Oral and written

• Physical, Visual or Mental DemandsPhysical, Visual or Mental Demands

Indicate percentage of time spent doing the following tasks:

Sitting 70

Bending 3

Climbing 2

Pushing 2

Twisting 3

Reading 45

Data entry 20

Analyzing data 7

Writing 5

Verifying data 3

A Job Description should be

clear and definitive.

Job Descriptions are NOT Job Postings – but Job Postings can be

easily created from a good Job Description.

Where do we find information or guidelines?

We have the skills to find information - don’t neglect those basic skills!

Searching the professional literature and professional association guidelines

are absolute musts.

The Internet is a valuable tool, but not the only one.

Writing DocumentationWriting Documentation

• Use your institutions most current form or format

• Use action verbs (give power and authority)

• Have your document proofread by both a peer and an outsider

• Use in-house skills, but if you need help, find it!

BenefitsBenefits

Knowing what your job actually entails is invaluable.

The dreaded “and other duties as assigned”

is an unacceptable generalization.

0

10

20

30

40

50

60

70

80

90

100

Other DocumentDelivery

Processing Cataloguing Circulation Binding Planning andDevelopment

No more than 5-10% of your time should be “other duties” – otherwise, it is time to update!

Current documentation:Current documentation:

• Allows easy creation of Job Postings

• May aid in pursuing appropriate compensation

• Gives a GREAT base for a resume!

• A firm support for Performance Development/Review and Learning Needs Assessments

Performance and LearningPerformance and Learning• Performance Development or Performance

Appraisals may be very positive- a time for seeing what you do well and where you might need or want to improve

• Learning Needs Assessment

- gives staff a chance to find out where they need training

- allows you to concentrate scarce education $ where they can have the largest impact

© Mark E. Damon - All Rights Reserved

Welcome to:Who Wants

to Winat OLA?



Question One


A: Rhyming Words

C: Monosyllabic Words

B: Action Verbs

D: Only Nouns

What type of words should be used when

writing a Job Fact Sheet?

1


Question Two


A: Receive bonus vacations

C: Automatic & exorbitant raises

B: Only ever have to write it once

D: Great base for a resume

A benefit of having

an up-to-date

Job Fact Sheet is:

2


Question Three


A: Existing sheet was out of date

C: To get practice

B: Just for fun

D: We love paperwork

Why did we write a Job Fact

Sheet?

3


Question Four


A: Ethics and Integrity

C: Dependability

B: Time Management

D: A, B and C

An example of a core

competency is:

4


Question Five


A: In the shopping mall

C: On the Internet

B: On TV

D: None of the above

Where can you look for information when


5


Question Six


A: A Useless Document

C: Difficult to Read

B: Clear and Definitive

D: A and C

A Job Fact Sheet

should be:

6


Question Seven


A: Responsibilities

C: Working Conditions

B: Education

D: All of the above

A Job Fact Sheet includes information

about:

7


Question Eight


A: London Health Sciences CentreC: University of Western Ontario

B: Libraries R Us

D: Timbuktu U.

The name of the presenters’ home

institution is:

8


Question Nine


A: 35%

C: 5-10%

B: 50-60%

D: 100%

What percentage of a job’s responsibilities

should be classified as ‘other’?

9


Question Ten


A: Information Literacy

C: Trend Analysis

B: Technology Skills

D: All of the above

An example of a Library Technician

specific competency is:

10


And the

winning team

is:


A: Rhyming Words

C: Monosyllabic Words

B: Action Verbs

D: Only Nouns

50:50

What type of words should be used

when writing a Job Fact Sheet?

1


A: Receive bonus vacations

C: Automatic & exorbitant raises

B: Only ever have to write it once

D: Great base for a resume

A benefit of having

an up-to-date

Job Fact Sheet is:

2

50:50


A: Existing sheet was out of date

C: To get practice

B: Just for fun

D: We love paperwork

Why did we write a Job Fact Sheet?

3

50:50


A: Ethics and Integrity

C: Dependability

B: Time Management

D: A, B and C

An example of a core competency is:

4

50:50


A: In the shopping mall

C: On the Internet

B: On TV

D: None of the above

Where can you look for information when


5

50:50


A: A Useless Document

C: Difficult to Read

B: Clear and Definitive

D: A and C

A Job Fact Sheet should be:

6

50:50


A: Responsibilities

C: Working Conditions

B: Education

D: All of the above

A Job Fact Sheet includes information

about:

7

50:50


A: London Health Science Centre

C: University of Western Ontario

B: Libraries R Us

D: Timbuktu U.

The name of the presenter’s home

institution is:

8

50:50


A: 35%

C: 5-10%

B: 50-60%

D: 100%

What percentage of a job’s responsibilities should be defined as

‘other’?

9

50:50


A: Information Literacy

C: Trend Analysis

B: Technology Skills

D: All of the above

An example of a Library Technician

specific competency is:

10

50:50

In Conclusion:In Conclusion:

Our aim today was to provide you

with information about Job Descriptions.

We’ve shared with you some of the experiences encountered by

the Library Technicians at LHSC.

We’ve put the process of writing this document into the context

of the performance development initiative of our hospital.

We’ve discussed the philosophy as to why LHSC set up this process.

Topics Covered Today:Topics Covered Today:

• Job Fact Sheet categories• Library Technician responsibilities/job functions• Job Competencies

– general (such as Communication Skills)

– specific (such as Information Literacy)

• Where to find information or assistance for writing documentation

• Outcomes (mostly positive)

Any Questions???Any Questions???

This presentation has been brought to you by:

Janice PividorDebra CooperLinda Crosby

Thank you Thank you for your time and interest.for your time and interest.

Contact InformationContact InformationDeb Cooper

[email protected](519) 685-8500 x75361

Linda Crosby [email protected](519) 685-8500 x32215

Janice Pividor [email protected](519) 685-8500 x52560

Special Thanks to:

• Mary Gillet

• Krystina LucasAnd our fabulous co-workers:

• Valarie Kowalkovski

• Cecile Taylor

• Wendy Tippin

Documents

You Want Me To Do WHAT?