Programs and Operations Administrator

Posted: 16/04/2025

Closing Date: 30/04/2025

Salary: $66,823.00 - $74,307.00

Job Type: Ongoing / Non-ongoing; Full time

Location: Canberra

Job Category: Administration,Arts, Culture

About the National Film and Sound Archive

The National Film and Sound Archive of Australia (NFSA) is Australia’s audiovisual archive, telling the national story by collecting, preserving and sharing audiovisual media, the cultural experience platforms of our time. The collection itself dates to 1935, making it one of the world’s oldest audiovisual collections. It is also one of the country’s most used cultural collections, with around 125 million views of collection content each year. The NFSA is in a period of significant change. Following increased Government investment, the institution is in a process of digital transformation, establishing the NFSA as Australia’s most dynamic and valued cultural organisation. We are rebuilding our curatorial workforce and developing the NFSA’s capacity to digitise our collection at scale – to preserve it for the future, to make sure it can be discovered, and to share it with all Australians.

We continue to work on developing a stable, secure and future-proof workforce across our four physical sites based in Canberra and Mitchell in the ACT as well as in Sydney and Melbourne.

We are also undergoing a program of business improvement for many of our corporate systems to improve efficiency and reduce manual handling.

We are an ambitious organisation, and we aim to be an employer of choice within the Galleries, Libraries, Archives and Museums (GLAM) sector, providing exciting and challenging work, as well as favourable employment conditions and unique development opportunities for our staff.

Cultural Values

We are an equal opportunity employer, embracing a diverse range of applicants such as veterans, and people who identify as Aboriginal and/or Torres Strait Islander, LGBTQIA community members, individuals with disabilities and/or health conditions, as well as those from varied faith and cultural backgrounds. At the NFSA we prioritise the development of a safe, inclusive, and high-performance culture through shared actions and behaviours that align with our strategy and direction. This empowers our employees to effectively contribute to our goals.

The National Film and Sound Archive of Australia is committed to ensuring a child-safe and child-friendly environment. All employees are expected to demonstrate a commitment to, and support for these principles in theory and practice.

About the Team

The Programs and Visitor Experience team is part of the Programs and Operations section. The section includes three teams: Programs & Visitor Experience, Learning, and Technical & Production. The section’s key objectives are to increase NFSA’s relevance, reach and revenue, particularly through experiences at our headquarters in Acton.

At Acton, we tell the Australian Story through a suite of place-based experiences that activate and celebrate our spaces, surfaces, and collection with programs that inspire, connect, and engage with audio visual culture, media technology, creativity, and the arts. As a local creative and cultural hub, Acton is a place where all Australians can feel safe, feel seen, and be heard - a place to explore their identity and engage in conversation.

The Programs and Visitor Experience team is responsible for the delivery and maintenance of on-site public programs and experiences at Acton, including:

• Baseline Experiences – Our ‘always on’ experience welcomes visitors to our revitalised heritage spaces and courtyard with digital and object-based displays.
• Gallery Series – A program of audiovisual art installations by renowned Australian artistsin our main gallery space.
• Film Series – A year-round program of screenings in our award-winning, heritage-listed Arc Cinema, including partnerships with independent film festivals.
• Partnerships Series- The team collaborates with external strategic partners to deliver joint programs and events such as festivals and symposia. Through these partnerships, NFSA builds community and participates as a key voice in the conversation about identity, city renewal, placemaking and design.
• Live@NFSA – The team supports delivery of live events and public programs onsite.
• Commercial Venue Hire – Many of our revitalised spaces are available for hire and more are coming online. The NFSA recognises venue hire as an opportunity to connect with diverse audiences, develop business tourism and generate revenue.

Additionally, the team collaborates with teams across the NFSA to deliver internal corporate activities, conferences and events and provides technical support to Learning programs.

The Opportunity

The Programs and Operations Administrator plays a key role in assisting the Public Programs and Visitor Experience, Learning, and Technical & Production teams in the administration and delivery of a range of public and learning programs, commercial venue hires and marketing and communication enquiries.

This role provides support across the Programs and Operations section, assisting with client management and liaison, invoicing, sales reports, guest travel arrangements, event schedules, and other administrative tasks. A high level of proactive internal customer service and a ‘can do’ attitude is required.

The position will suit a highly organised, proactive and collaborative person with experience working in public programs and events and/or customer service.

The Programs and Operations Administrator reports directly to the Visitor Services and Events Coordinator.

Please note: This recruitment process is intended to fill both current and future vacancies. While the position on offer is ongoing, a merit pool of suitable applicants may be established to fill similar ongoing and non-ongoing positions within the next 18 months.

Key Responsibilities/Duties

Under general direction, this position is responsible for delivering the following functions:

• Provide administrative support for the Program and Operations section, including:
  • processing payments,
  • generating invoices and receipts,
  • building and monitoring events and tickets on the Ferve booking system,
  • collating data,
  • managing contact lists; and
  • coordinating the signing and filing of contracts and agreements.
• Support VIP guest and artist visits, including:
  • organising guest and artist travel,
  • coordinating Green Room facilities and catering,
  • maintaining guest calendar for Executive; and
  • coordinating Executive/senior leadership attendance with the Executive Office.
• Manage the section’s intranet pages as well as the program, venue booking and leave calendars to ensure currency and accuracy.
• Chair regular team ‘work in progress’ meetings.
• Manage phone reception for Acton HQ during business hours, including answering and documenting phone enquiries from external callers.
• Manage the Enquiries and Tickets inboxes, with support from the Visitor Services & Events Coordinator and NFSA Communications Team.
• Provide customer service support for NFSA products and offerings, including answering general enquiries.
• Assist with preparation and delivery of events and functions at the NFSA, including preparing run sheets.
• Assist in the delivery of post event reporting, including box office sales reports and other visitor evaluation and data.
• Undertake Visitor Services Officer duties as required.

Selection Criteria

The successful candidate will demonstrate their capacity against the following:

• Proficiency with Microsoft 365 suite.

Note: This position may involve non-standard work hours, including occasional evening and weekend hours.

Work Environment Description

The following work environment description outlines the inherent requirements of the role and indicates how frequently each of these requirements would need to be performed. Please note that the National Film and Sound Archive is committed to providing reasonable adjustments and ensuring all individuals have equal opportunities in the workplace.

How to Apply

When applying via our online e-recruitment system, please provide a written application addressing each Selection Criteria in no more than 200 words per criteria. Your current resume is also to be included in your application and should be no longer than two pages.

In addition to an application and your resume, the assessment process for this position may also include an interview and referee reports.

We welcome and encourage applications from people with disability, the LGBTIQ+ communities, from Aboriginal and/or Torres Strait Islander people, and people from culturally and linguistically diverse backgrounds.

Eligibility

To be eligible for this position you must:

• Be an Australian Citizen.
• Satisfactorily complete an Australian Federal Police National Police Check.
• Obtain and maintain a Working with Vulnerable People registration.

What we offer you

We provide a diverse, inclusive, and supportive work environment with access to:

• Great training and development opportunities.
• Generous leave and flexible working arrangements.
• Our Employee Assistance Program (EAP – a free counselling service for you and your family).
• A competitive salary, plus 15.4% superannuation.
• Rewards and recognition initiatives.

RecuitAbility

RecruitAbility applies to this vacancy. Under the RecruitAbility scheme you will be invited to participate in further assessment activity for the vacancy if you choose to apply under the scheme; declare you have a disability; and meet the minimum requirements for the job. For more information see: RecruitAbility | Australian Public Service Commission (https://apsc.gov.au)

Contact Officer
Please direct initial enquiries by email only to:
Aidan Delaney - Manager Programs and Visitor Experience
E: aidan.delaney@nfsa.gov.au