Role Description Project Coordinator Hyde Park Barracks Museums Renewal

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1 Role Description Project Coordinator Hyde Park Barracks Museums Renewal Cluster Planning and Environment Agency Sydney Living Museums Division/Branch/Unit Strategy & Engagement Division/Strategic Projects Team Location Hyde Park Barracks Museums Classification/Grade/Band Clerk Grade 7/8 Role Number SE016 ANZSCO Code PCAT Code Date of Approval 22 November 2017 Agency Website Agency overview Sydney Living Museums is a leading government agency in Australia with responsibility for conserving, managing, interpreting and activating places and sites of local, national and international significance. Established in 1980, our collection includes the UNESCO World Heritage listed Hyde Park Barracks, The Mint, Australia s oldest surviving government building through to the twentieth century Rose Seidler House, which marks the arrival of the modernist movement to Australia. The collection is unlike other museums in that the significance of each is in the whole, and not just in the parts. The awareness of place frames each narrative. Our audiences are local, regional, national and international. Sydney Living Museums is a state cultural institution, reporting to the Minister for the Arts. The Strategy & Engagement Division is comprised of teams managing Strategic Projects, External Relations, Development & Fundraising, Experience & Learning, Digital, and the Hyde Park Barracks Bicentenary Project. The Division s functions include effective managing SLM s external relations, stakeholder engagement, donors and corporate partners; delivering strategic projects designed to renew our facilities and interpretation at our current sites, develop business cases that consider new at risk heritage sites that could form part of the SLM portfolio; create compelling innovative and engaging education and public programs to grow audiences, enhance perceptions of SLM and increase public appreciation for heritage. Primary purpose of the role Project management and coordination of selected exhibition and experience-related projects included in the development and delivery of Sydney Living Museums Hyde Park Barracks Renewal Project, involving curatorial, design, production and installation to ensure each aspect of the exhibition related projects meets agency standards from concept, through to completion and evaluation. 1

2 Key accountabilities Identify, plan, implement and monitor project workflows and processes to ensure shared outcomes are met through the effective delivery of exhibitions and interpretation projects. Lead and manage the processes and coordination of project teams motivating project staff to work collaboratively towards achieving shared outcomes while balancing and being sensitive to the particular, and often complex, operational needs and skills within individual project teams. Produce and develop project management documentation, contracts, briefs and minute project meetings to monitor and report on project progress and conduct evaluations upon their completion. Prepare and manage budgets and schedules for projects to ensure all exhibition projects are completed on budget and time and at expected standards. Provide timely advice and communications about projects to all stakeholders through status updates, reports, budgets and discussion papers. Work within Australian heritage conservation principles and practices and key legislation including the NSW Heritage Act 1977 and the Historic Houses Act 1980 to ensure projects are implemented within the confines of heritage conservation requirements. Balance the need to grow and attract new and varied audiences while maintaining quality for agency exhibitions and interpretation projects working within the bounds of SLM strategic directions. Drive and monitor progress on project teams to achieve the best solutions within budget and time through design, construction and tendering processes and contracting various logistical components from conservation to freight and installation. Key challenges Working on the development, management, production and installation of complex projects to facilitate the delivery of multiple projects simultaneously in collaboration with SLM staff and external stakeholders within financial and policy/legislative constraints Operating in a complex, multi-stakeholder environment subject to ongoing changes and undertaking forward exhibition project planning to ensure strategic decision making is integrated with agency objectives. Negotiating, mediating and resolving the various and sometimes conflicting expectation of multiple stakeholders and project team requirements to meet the highest design standards and deadlines. Key relationships Who Internal Why Head of Strategic Projects Receive guidance and direction in relation to the development of project planning, scheduling and implementation. Provide regular updates on projects, issues and priorities. Head of Content Hyde Park Museum Renewal Project Provide regular updates on projects, issues and priorities. Collaborate with to manage content related project documentation. Project Teams Provide leadership, guidance and support to the Hyde Park Barracks project team Maintain effective interaction and cooperation. Collaborate with to assist in the development, production and installation of projects at agency properties. Coordinate Project Control Group meetings providing information and 2

3 Who Why support to enable successful project outcomes. Curatorial & Exhibitions Team Collaborate with to prepare exhibition documentation, reporting and to manage expenses to achieve a balanced budget. Work with to gain and provide project management advice and support. Develop and maintain collaborative working relationships to facilitate the implementation of projects Development & Fundraising Team Liaise with to identify and source opportunities for support through grants and partnerships. Marketing & Audience Insight Team Liaise with to develop opportunities to promote projects and attract support and visitation for projects. Identify, communicate, collaborate and implement agreed business development opportunities. Develop and maintain collaborative working relationships to facilitate the implementation of projects. Staff across the agency Work closely with to ensure staff and individual projects undertaken manage risks, comply with and report on relevant policies including Equal Employment Opportunity (EEO), Workplace Health & Safety (WHS), Codes of Conduct and other requirements. External Contractors, consultants and external providers External stakeholders, partners across the history, arts, heritage, museums, cultural institutions and government agencies Role dimensions Decision making This role: Coordinate and supervise to ensure projects are completed as planned, on time and budget. Develop and maintain collaborative working relationships to facilitate the implementation of projects. Liaise with in order to help the agency to better deliver wellcoordinated and creative projects and exhibitions. Procure, coordinate and supervise to ensure projects are completed as planned, on time and budget. Provide induction and training as required. Collaborate with to gain support for and facilitate effective project management and implementation. Liaise with in order to help the agency to better deliver wellcoordinated and creative projects and exhibitions. Collaborate with to gain support for and facilitate effective project management and implementation. Makes day to day decisions relating to work priorities and workload management for themselves. Takes active ownership of own work. Allocates work to supervised staff member and monitors progress. Consults with supervisor on issues with the potential to escalate or create precedent. Refers to supervisor for decisions that require change or fall outside standard guidelines and practice. Maintains efficient lines of communication. 3

4 Works within project timelines, budgets and briefings set by the supervisor. Manages time effectively, prioritising and meeting deadlines. Reporting line This role reports to the Head of Strategic Projects. Direct reports Nil Budget/Expenditure Nil Essential requirements Qualifications in Australian or cultural history, museums studies or arts and/or experience working in a cultural institutions. Five years or equivalent in project management and coordination in a cultural context Current NSW driver s licence. Capabilities for the role The NSW Public Sector Capability Framework applies to all NSW public sector employees. The Capability Framework is available at Capability summary Below is the full list of capabilities and the level required for this role. The capabilities in bold are the focus capabilities for this role. Refer to the next section for further information about the focus capabilities. 4

5 NSW Public Sector Capability Framework Capability Group Capability Name Level Display Resilience and Courage Act with Integrity Manage Self Value Diversity Communicate Effectively Commit to Customer Service Work Collaboratively Influence and Negotiate Deliver Results Plan and Prioritise Think and Solve Problems Demonstrate Accountability Finance Technology Procurement and Contract Management Project Management Focus capabilities The focus capabilities for the role are the capabilities in which occupants must demonstrate immediate competence. The behavioural indicators provide examples of the types of behaviours that would be expected at that level and should be reviewed in conjunction with the role s key accountabilities. NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators Personal Attributes Manage Self Relationships Communicate Effectively Look for and take advantage of opportunities to learn new skills and develop strengths Show commitment to achieving challenging goals Examine and reflect on own performance Seek and respond positively to constructive feedback and guidance Demonstrate a high level of personal motivation Tailor communication to the audience Clearly explain complex concepts and arguments to individuals and groups Monitor own and others non-verbal cues and adapt where necessary Create opportunities for others to be heard Actively listen to others and clarify own understanding Write fluently in a range of styles and formats 5

6 NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators Relationships Work Collaboratively Results Deliver Results Results Demonstrate Accountability Business Enablers Project Management Encourage a culture of recognising the value of collaboration Build co-operation and overcome barriers to information sharing and communication across teams/units Share lessons learned across teams/units Identify opportunities to work collaboratively with other teams/units to solve issues and develop better processes and approaches to work Take responsibility for delivering on intended outcomes Make sure team/unit staff understand expected goals and acknowledge success Identify resource needs and ensure goals are achieved within budget and deadlines Identify changed priorities and ensure allocation of resources meets new business needs Ensure financial implications of changed priorities are explicit and budgeted for Use own expertise and seek others expertise to achieve work outcomes Assess work outcomes and identify and share learnings to inform future actions Ensure that actions of self and others are focused on achieving organisational outcomes Exercise delegations responsibly Understand and apply high standards of financial probity with public monies and other resources Identify and implement safe work practices, taking a systematic risk management approach to ensure health and safety of self and others Conduct and report on quality control audits Identify risks to successful achievement of goals, and take appropriate steps to mitigate those risks Prepare clear project plans and define scope and goalsin measurable terms Establish performance outcomes and measures for key project goals, and define monitoring, reporting and communication requirements Prepare accurate estimates of costs and resources required for more complex projects Communicate the project strategy and its expected benefits to others Monitor the completion of project milestones against goals and initiate amendments where necessary Evaluate progress and identify improvements to inform future projects 6