2016-04-15

Province: Victoria
Description:

Effective
date: April 2016

Review date: April 2018

Position Description

Title

Arts Administrator & Marketing Officer

Directorate

Community Development

Department

Arts and Culture

Location

Hawthorn Arts Centre

CLASSIFICATION

Band 5

Position code

Position purpose

This position assists in the implementation of specific visual arts administration

activities for the Town Hall Gallery team, including marketing and promotion

for Town Hall Gallery, assisting with the Town Hall Gallery Collection and the

gallery shop, artist studios and supporters program. The position contributes

to the strategic direction of the Arts and Culture department and delivery of the

Boroondara Arts Plan.

Effective date: April 2016

Review date: April 2018

Reporting relationships

Reports to: Senior Curator

Supervises/manages: Casual staff (as required)

Volunteers (as required)

Internal liaisons: Arts and Culture staff

All other Council staff

External liaisons: Exhibiting artists

Professional art industries

Local media

External publicist

Volunteers

Contractors

Community members

Assessment criteria

The position will be assessed against the following items:

Council Plan

Business Plan

Performance Development and Review Plan (PDR)

Risk management

Boroondara values statements

Effective date: April 2016

Review date: April 2018

Duties and responsibilities

Primarily assists in marketing and promoting the Town Hall Gallery exhibition

and arts program under the direction of the Senior Curator. The role is

responsible for the development and delivery of marketing campaigns that

align with the departments strategic direction.

The role also provides key

administrative support to the Town Hall Gallery team and has responsibility for

tasks including drafting loan agreements, exhibition contracts, condition

reports and maintaining the Town Hall Gallery Collection administration to

current museum standards.

Key responsibilities include:

Marketing collateral

Plan marketing activities with sufficient lead times

Manage Town Hall Gallery submissions to local communication

channels

Write copy for advertising and lisitings as directed

Coordinate printing of collateral for the Town Hall Gallery

Coordinate distribution of collateral for the Town Hall Gallery

Coordinate advertising for Town Hall Gallery and Shop

Manage mailing lists and community distribution lists

Maintain database of all publicity achieved and input into performance

measure details

Digital platforms

Manage the social media accounts for the Town Hall Gallery including

but not limited to, Facebook, Twitter and Instagram, including

development of content, scheduling, coordination of advertising

Coordinate and edit content for regular e-newsletters and exhibition

invitations for Town Hall Gallery

Manage the content for the Town Hall Gallery website

Provide input into the City of Boroondara website Arts and Culture page

Provide Town Hall Gallery team administrative assistance

Maintain Town Hall Gallery Collection database, ensuring it is to sector

standards

Draft loan agreements for artworks and exhibitions

Effective date: April 2016

Review date: April 2018

Write exhibition labels and research artists biographies

Provide front desk support at Town Hall Gallery and shop when needed

Assist in external grant preparation

Ensure exhibition promotional materials are archived and documented

effectively

Administer the Town Hall Gallery Supporters program, ensuring

membership renewals are provided and database updated

Town Hall Gallery Collection

Assist in maintaining Town Hall Gallery Collection database

Assist in condition reporting of collection under the guidance of the

curator

Assist with moving works from different venues as requested

Follow Town Hall Gallery Collection maintenance and risk strategy

documents

Perform other duties as directed by the Senior Curator that are consistent with

the objectives of the department and the position.

Boroondara Customer First Program

Our vision for the future is to transform the Boroondara customer experience

into one that places the customer at the centre of our service and delivers a

seamless, convenient and empowering experience for all customers.

This is an organization wide project requiring commitment from all employees

to ensure a successful transition from our current customer service model to a

customer-centric model in a digital environment.

Staff will be involved in the Pi (process improvement) process that requires an

examination of work processes in their teams to identify those that are

operating efficiently, those which are obsolete and those which could be

improved through change.

Effective date: April 2016

Review date: April 2018

Document management

Document management is a shared responsibility between staff, managers,

corporate information and system administrators. ECM is the corporate

document management system.

The Council Service Charter requires a final or interim response to incoming

correspondence be provided within 10 working days. If an interim response is

provided, it will detail when a full response will be provided.

All staff are responsible for making and keeping complete full and accurate

records in the Corporate System ECM that adequately document Council

business activities and support any decisions made. This further extends to

making information available to other staff through ECM improving the overall

service provided by Council.

Risk management

Follow established safe working practices, procedures and instructions

Take reasonable care for their own OHS and that of their colleagues

Seek assistance when unsure of practices and procedures to perform a

task

Report all hazards, incidents, injuries, near misses and potential risks as

soon as practicable to their supervisor

Actively participate and contribute to preventative OHS strategies, audits,

team meetings and training

Accountability and extent of authority

The Arts Administrator & Marketing Officer is accountable for:

Assistance in the efficient and effective delivery of Town Hall Gallery

exhibitions and arts programs

Provide supervision of volunteers and contractors as required

Accountable to the Senior Curator for the achievement of goals and

objectives established for the position

Effective date: April 2016

Review date: April 2018

This position requires working independently and requires the ability to

solve problems within the gallery environment

Quality of own work

Judgment and decision making

Exercise judgment in clearly defined objectives, problem solving, creativity

and originality.

Use museum standard processes when handling works and registering

them.

Guidance and advise is usually available

Specialist skills and knowledge

Demonstrated knowledge in marketing and promotion, preferably within

arts sector

Demonstrated knowledge in the professional handling of artworks.

Demonstrated knowledge in museum standards in relation to storage of

works

Demonstrated ability to work within a team and take direction

Exceptional administration skills including managing data entry and

information system.

Management skills

Ability to establish priorities, co-ordinate resources and manage time

effectively to achieve objectives within a set timetable

Ability to supervise casual staff and volunteers effectively (as required)

An understanding of and an ability to implement basic personnel policies

and practices (EO and OH&S etc)

Ability to administer several tasks at one time

Interpersonal skills

Excellent verba

l

and written communication skills

Effective date: April 2016

Review date: April 2018

Ability to identify, discuss and resolve problems

Ability to gain cooperation and assistance from clients and other

employees

Demonstrated ability to work autonomously and within a collaborative

team

Qualifications and experience

Essential:

Tertiary qualifications required, preferably in Arts Management and or Art

History or equivalent discipline; or a lesser formal qualification with

extensive relevant work experience

Demonstrated experience in marketing and promotion, preferably in arts

sector

Gallery Administration experience

Current Victorian driver’s licence

Desirable:

Arts grant writing and preparation experience

Local government experience

Selection criteria

Tertiary qualifications required, preferably in Arts Management and or Art

History or equivalent discipline.; or a lesser formal qualification with

extensive relevant work experience

Demonstrated experience in marketing and promotion, preferably in arts

sector

Gallery administration experience

Exceptional admin and organisation skills

Excellent verbal and written communication skills

Ability to gain cooperation and assistance from clients and other

employees

Ability to work flexible hours including weekends and evenings

APPLY NOW

Show more