PD - Document Delivery Officer, Document Delivery by lindash


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POSITION TITLE:            Document Delivery Officer

POSITION NUMBER:           50101555

DEPARTMENT/UNIT:           Client Services, Science, Health, and Engineering

FACULTY/DIVISION:          Monash University Library

CLASSIFICATION:            HEW Level 3

FRACTION:                  Full-time

EFFECTIVE DATE:            February 2010

INCUMBENT:        Vacant

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APPROVED BY SUPERVISOR:                Pauline Middleton

TITLE:   Document Delivery Librarian

SIGNATURE                                                              DATE


TITLE:   Director, Client Services, Science, Health, and Engineering

SIGNATURE                                                              DATE


TITLE:   Director, Client Services, Science, Health, and Engineering

SIGNATURE                                                              DATE


The Monash University Library has eight libraries in Australia. There are also two overseas
campus libraries located in Malaysia and South Africa. The Australian library collection comprises
over 3.0 million items with access to thousands more resources via electronic networks. The
library serves a population of approximately 50,000 students and over 5,000 staff located in the
various faculties and administrative units of the University.

Document Delivery Services is located on the Clayton campus. All requests for interlibrary loans
and document delivery are sent and received at the Clayton campus. The retrieval and sending of
items in response to requests from other campuses and other libraries, however, occurs from the
Monash University Library at all campus locations. Document Delivery Officers must be aware of
the multi-campus nature of Document Delivery supply.

The Document Delivery Officers report to the Document Delivery Librarian. Officers are provided
with routine supervision. Document Delivery Officers are a team responsible for the speedy,
accurate, and courteous processing of document delivery requests. Document Delivery facilitates
the research of the University.

The Document Delivery Officers search for locations for document delivery requests that can be
located within Australia using the Libraries Australia online bibliographic database. They are also
able to send requests to commercial suppliers, with which an account has been established.
Document Delivery Officers receive requests from other libraries for materials held by Monash
University Library and direct these requests to the appropriate campus or to Clayton Document
Delivery Assistants for retrieval and dispatch. Officers may be asked to assist the Document
Delivery Supervisor or Document Delivery Librarian with other tasks, as required.

Officers exercise judgement on work methods, task sequence, and communication to meet
document delivery performance standards for turnaround times and fill rates.


Review and Process Borrowing Requests
• Search a range of Australian and international bibliographic databases
• Correct bibliographic citations, if necessary, and forward requests to Australian libraries and
  commercial suppliers
• Forward unresolved requests and requests that may not comply with copyright and Monash
  policies to appropriate staff
• Process physical and electronic received items, update database records, and forward items to
• Resolve or refer local problems with electronic delivery system

Review and Process Supply Requests
• Receive and process requests from other institutions and confirm availability
• Prepare and forward requests to appropriate Monash locations
• Communicate with other libraries about their requests
• Maintain and update database records
• Resolve or refer problems with deliveries

Provide Document Delivery Services to Post-Graduate Students and Staff
• Communicate with University clients about their requests
• Initiate and respond to communications with other libraries throughout Australia
• Respond to patron document delivery inquiries and problems and resolve / refer as appropriate
• Follow-up pending requests that are not received within turnaround time targets
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Contribute to the continuous improvement of the Document Delivery service
• Assist in familiarising new staff and visitors with document delivery processes and procedures
• Participate in division and team meetings and working groups, as required
• Contribute suggestions for improvements to work processes
• Contribute ideas to the future directions and strategies of the Document Delivery service

Occupational Health, Safety and Environment
• Take reasonable care to conduct work in a safe manner and to comply with OHS instructions,
  policy and procedures
• Participate in OHS meetings, training and other OHS activities as required


1. Successful completion of year 12 and progress towards a diploma in library / information
   services or an equivalent combination of relevant experience and education.
2. Sound organisational, time management and administrative skills, including demonstrated
   computing competence.
3. Good communication and interpersonal skills together with the capacity to work as part of a
   team to deliver a quality client service.
4. Demonstrated ability to set priorities, work independently and perform well under pressure.
5. Proven capacity to communicate effectively with a range of clients.
6. Familiarity with Library operations particularly bibliographic databases, classification systems
   and loans practices is desirable.


   •   Other duties consistent with the position classification descriptors for the classification level
       as defined in schedule 7 of the Enterprise Agreement and the incumbent’s skill,
       competence and training.
   •   Some travel between campuses may be required

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How to apply for this position

   Read the position description carefully
   If you have any queries regarding the position, contact the person listed in the enquiries section
   of the advertisement
   Prepare your application with the following information as well as any special instructions that
   may be contained in the position description:
        • Your curriculum vitae with the names and contact details of 3 referees
        • An outline of how your experience, skills, qualifications and knowledge meet the key
           selection criteria listed in the position description
        • A covering letter quoting the advertisement reference number if required
   Please note: it is essential that you address the key selection criteria specifically in your
   application. This will enable the selection committee to review your experience, skills,
   qualifications and knowledge in relation to the selection criteria
   Applications that do not specifically address the selection criteria may not be considered
   Save the application documents separately as you will be prompted to attach them individually
   Once your documents are prepared click on ‘Apply Online’ at the bottom of the advertisement
   and complete the application form attaching your documents in the appropriate sections
   Do not submit more than one application for each position
   Do not send your application directly to the person listed in the enquiries or applications section
   of the advertisement

Multiple appointments
Monash University reserves the right to make multiple appointments in regard to each advertised

Privacy and your application
Consistent with the Victorian Information Privacy Act 2000:
   Any application you submit will be treated as strictly confidential
   The personal information you submit as part of your application is collected for the purposes of
   assessing your application
   Your application (including your personal information) may be stored until the position is filled,
   and if you are the successful candidate, may be stored in your personal file
   You may seek access to the personal information that the University stores about you in
   regards to your application. However, there will be occasions when access is denied, such as
   where access would have an unreasonable impact on the privacy of others
   The University may disclose your personal information to your nominated referees and relevant
   institutions for the verification of your qualifications. We will not disclose any of your personal
   information to any other, unrelated third parties without your consent
   In submitting your application, you may provide us with the personal information of others (eg
   the names and contact details of your referees). In this case we encourage you to inform them
        • you are disclosing that information to the University
        • they can access that information if they wish
        • the University will not disclose that information to third parties
        • the University may store that information until the vacancy is filled and if you are the
            successful candidate, the information may be stored on your personal file
   If you wish to seek access to your personal information or inquire about the handling of your
   personal information, please contact the department/school/administrative unit to which you are
   submitting your application.

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