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 back 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.
About the Team
The Executive Office comprises our CEO, the Deputy CEO, the Chief Collection PreservationOfficer, the Chief Digital Officer, the Chief Marketing Officer, the Chief Experience Officer and the Chief Curator. The NFSA Executive are a close working and collaborative team with an ambitious and considered change agenda. The Executive Team is supported by the Executive Support team of three, who play an important role, in assisting the NFSA Executive to achieve the National Film and Sound Archive of Australia’s (NFSA) strategic priorities. The Executive Support team is based in Sydney and Canberra.
The Opportunity
The Executive Support Officer will be a dynamic administrator with a ‘can do’ attitude. The Executive Support Officer will be committed to the purpose and role of the organisation. The role involves building a strong workplace culture that is professional, friendly, cooperative and approachable, with a positive service approach by:
Providing high level proactive Executive support to multiple Executives.
Responding positively and willingly to a changing work environment.
Working proactively and supportively in a small team in dispersed locations
Building and sustaining positive and cooperative working relationships.
Exercising sound judgement and discretion, seeing opportunity and effectively problem solving.
This position is based in our growing Sydney Office and provides direct support to the Chief Marketing Officer and the Chief Curator and visiting Executives to the Sydney office. The role also involves arrange of administrative support and coordination functions for the Executive Office. The Executive Support Officer reports to the Executive Assistant who is based in Canberra.
Job Description
Under limited direction, the Executive Support Officer provides high quality and client-focussed administrative support as part of a small team in the Executive Office. The role requires the development of a sound working knowledge of NFSA policies, procedures and guidelines to perform the following duties:
Providing high-level proactive administrative support to Executive Team members when they are visiting or working out of the Sydney office.
Providing support to Executive and stakeholder meetings onsite including greeting Executive visitors, room and catering booking and meeting room set up preparation of hospitality and secretariat support when required.
Providing high-level proactive administrative support to the Chief Marketing Officer and the Chief Curator including diary management, supporting travel arrangements, reconciling credit cards, making routine payment and reimbursements, coordination of meetings, coordination and general administration as required.
Coordinating NFSA’s Membership and Subscriptions and Lunch Time Talk series.
Supporting cross-team projects such as updating Executive Movements information, All Staff Meetings and the All Staff Conference, as required.
Assisting with the preparation of routine reporting prepared by the Executive Office for the Board and Australian Public Service Commission (APSC).
Maintaining accurate and efficient records management, workflow management tools and planning systems using TRIM electronic registry management system, SharePoint Asana and Roadmunk.
This job description is not all encompassing. Over time, the emphasis of the job may change without changing the general character of the position. Your duties may be reviewed and updated in consultation with you to reflect strategic and organisational changes.
Selection Criteria
The successful candidate will demonstrate their capacity against the following:
Demonstrated personal maturity and the ability to work independently and constructively as part of a team located across different office locations.
Strong administrative, time management and organisational skills, including the ability to proactively manage competing Executive support tasks and adapt to changing work priorities.
Highly developed interpersonal and communication skills including the ability to build and sustain positive working relationships with a range of internal and external stakeholders.
The ability to exercise judgement, discretion and problem solve when faced with difficult and/or sensitive enquires and situations.
Demonstrated competency with Outlook and the Microsoft 365 suite, and the ability to quickly adapt to new software and workflows.
Desired Skills and Experience
Formal training/qualifications and/or equivalent experience providing Executive Support or in a related field.
Experience within a cultural institution would be beneficial.
How to Apply
When applying via our online e-recruitment system, please address the details in the ‘Key Responsibilities’ and ‘Selection Criteria’ by outlining in 500 words or less, how your skills and relevant experience demonstrate that you would be our ideal candidate. Your current resume is also to be included in your application.
In addition to an application and your resume, the assessment process for this position may also include an interview, a work-based task 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 an Australian Government Baseline Security Clearance.
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.
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.
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 (apsc.gov.au)
