Project Officer – WHELF LMS

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Project Officer – Wales Higher Education Libraries Forum (WHELF) Library Management System (LMS)

We are looking for a Project Officer to join the high-profile award-winning Wales Higher Education Libraries Forum (WHELF) Library Management System (LMS) project, the partnership between 10 of the WHELF libraries which has delivered cost and service benefits since 2014. The current LMS contract ends in December 2026 and the WHELF consortium will be undertaking a procurement exercise to agree a new contract.

This post is open to remote working for anyone living within the UK, but occasional attendance in person at meetings will be required.

The post is part time, 17.5 hours per week, and fixed term until September 2026.

Working pattern:
Ideally hours to be worked on Thursday & Friday each week, but there can be some flexibility.

Salary: £32,332 - £34,980 per annum, pro rata for part time hours (Grade 5)

As the biggest university in Wales – and a major employer, with more than 7,000 staff – we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.

We want to employ people with a wide variety of experiences. We welcome applications from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We are particularly seeking applications from candidates who come from backgrounds that are underrepresented at the University, including people from Black, Asian and Minority Ethnic communities.

Date advert posted: Wednesday, 17 April 2024

Closing date: Saturday, 4 May 2024

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

Key Duties

• Provide professional advice and guidance on the shared Library Management System and associated procurement processes and procedures to WHELF members, using judgement and creativity to suggest the most appropriate course of action where appropriate, and ensuring complex and conceptual issues are understood
• Investigate and analyse specific issues within the procurement of the shared LMS, creating recommendation reports, supported by advances within library technology
• Ensure that the procurement of the shared LMS is delivered to WHELF members, proactively changing the delivery according to customer requirements
• Collaborate with others in order to make recommendations for the procurement process, including requirements gathering, marking of tenders and awarding a contract
• Establish working relationships with key contacts, developing appropriate communication links with members of the WHELF LMS Management Board, the WHELF Board, suppliers and external contacts
• Create specific working groups from colleagues across WHELF. For example, to compile requirements for the procurement exercise and mark tender responses
• Supervise specific project teams on an occasional basis to accomplish key WHELF objectives
• Undertake a variety of administrative duties to support the WHELF LMS
• Instruct and guide other employees across WHELF on the procurement process for the shared LMS as required

• Develop the specification for the system, working across institutions and functional areas to reflect institutional and consortial requirements
• Organise and co-facilitate workshops (in person and online), visits and supplier demonstrations
• Review and learn from other procurement exercises in the sector
• Advise the LMS Management Board on options at key points of procurement process
• Work closely with procurement colleagues to develop a procurement plan and associated planning documents to provide good governance for the project
• Maintain project and procurement documentation, including risk and issue logs, project reports and specification documents
• Produce communications for the project including WHELF website content, project reports for internal and external audiences
• Support ongoing WHELF LMS initiatives, as required

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• Abide by University policies on Health and Safety and Equality and Diversity
• Perform other duties occasionally which are not included above, but which will be consistent with the role

Person Specification

Your application will be assessed against the following essential and desirable criteria for the role. Please copy and paste this section into a new document and give clear examples of how you can evidence meeting each criteria by writing under each one. You can draw on elements from any aspect of your life (e.g. work, home, education/qualifications or community life) as long as you focus on their relevance to the role.

Please save your supporting statement in a separate document with the title [YOURNAME - 18410BR - JOB TITLE] and attach it to your application in the recruitment system.

Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test) where applicable.

Essential Criteria

Job Category

Library Services, Management & Executive