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
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