Role Description Exhibitions Loans Officer Cluster Planning and Environment Agency Sydney Living Museums Division/Branch/Unit Curatorial & Museums Division/Curatorial & Exhibitions Team Location The Mint Classification/Grade/Band Assistant Curator/Assistant Registrar Grade 2 Role Number CMD009 ANZSCO Code 511112 PCAT Code 3119192 Date of Approval 9 April 2018 Agency Website www.sydneylivingmuseums.com.au 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 Curatorial & Museums Division includes the Curatorial & Exhibitions Team, City Museums Portfolio and House Museums Portfolio. The Division provides visitor and operational management of SLM s twelve museum sites structured into two portfolios: City Museums Portfolio (Hyde Park Barracks Museum, Justice & Police Museum, Museum of Sydney, Susannah Place Museum, The Mint and Caroline Simpson Library & Research Collection), and House Museums (Elizabeth Bay House, Elizabeth Farm, Meroogal, Rouse Hill House & Farm, Rose Seidler House and Vaucluse House). The Curatorial & Exhibitions Team produces exhibitions at our museums, interprets our properties, presents stories from the collections, and manages The Curatorial & Exhibitions Team (C&E) is one of a number of service teams within SLM. The C&E Team takes a multi-disciplinary team-based approach to interpretation, exhibition, design and publication projects. The C&E Team works in close collaboration with staff across the organisation, in particular with the Portfolios, Strategy & Engagement and Corporate & Commercial Services teams, and other stakeholders, including extensive liaison with outside organisations regarding partnerships and collaborations, exhibition development, travelling exhibitions, loans and other matters. The C&E Team provides interpretation and exhibition advice, expertise and support and is responsible for managing the curatorial development, design, editing, production, construction and installation of concurrent SLM interpretation projects and exhibition strategies that find innovative and accessible ways to interpret SLM s stories, research and curatorial expertise to a wide range of different audiences while focusing on visitor experiences, enjoyment and participation. 1
Primary purpose of the role Coordinate the Sydney Living Museums inward loans program in accordance with agency policies and government regulations to ensure the application of best practice, legal, administrative, logistical and physical management of objects on loan for the purposes of exhibitions, travelling exhibitions and interpretation projects. Key accountabilities Coordinate and undertake aspects of project implementation for SLM exhibitions, travelling exhibitions and interpretation projects relevant to loan materials ensuring that SLM policies, insurance requirements, quality standards and government regulations are maintained. Ensure prompt and efficient creation and actioning of a range of loan related documentation to comply with SLM best practice and conservation standards for all loan objects. Create and efficiently maintain object loan records on the Vernon database, and other relevant databases as required to enable the dissemination of object list, reports and audit documents to SLM as directed. Liaise and negotiate with and provide advice to relevant internal and external stakeholders regarding loan objects project status and implementation issues. Co-ordinate and undertake registration requirements for SLM national and international travelling exhibitions to ensure best practice standards and legislative requirements are fulfilled. Plan, instigate and coordinate relevant support resources, undertake packing, transportation, conservation, photography, and valuation of loan objects to ensure objects are handled appropriately during exhibition use. Maintain records by appropriately archiving and managing research through SLM databases and systems to ensure compliance with government policy and legislative requirements. Contribute to and assist with the development and delivery of projects with all SLM teams to encourage a broader range of audiences to learn about and enjoy SLM s interpretations, exhibitions, public programs, publications, collections, buildings and sites. Key challenges Providing support for the effective coordination of multiple, concurrent exhibition and travelling exhibition projects to maintain operation within a cost-effective environment. Exercising sound judgement in balancing competing demands, complex operational needs and priorities of different stakeholders across and external to SLM to ensure exhibition schedules are met within budget, on time and all necessary loan documentation is accurate and complete. Negotiating with stakeholders to define specific and demanding borrowing requirements, loan fees and costs for packing and transportation of loan objects within agreed risk management parameters. Key relationships Who Internal Why Head of Curatorial & Exhibitions Receive guidance in relation to broad project outcomes. Project Manager Exhibitions & Travelling Exhibitions Provide regular updates on inward loans programs, exhibitions and travelling exhibition projects and priorities. Receive direction on coordinating duties and work priorities. Provide regular updates on projects, issues and priorities. Role Description Exhibitions Loans Officer 2
Who Why Escalate priority issues when necessary. Curatorial & Exhibitions Team Manage project expectations by providing clear guidelines, advice and support to ensure projects are delivered on time and within budget. Project Teams, Portfolio/Team, staff across the Agency External Private individuals; contractors, external consultants and other service providers, tour venue providers, cultural and local government organisations, community, heritage and historical groups Work constructively as team to ensure the team is functioning efficiently. Maintain effective interaction and cooperation in relation to project outcomes especially for inward loans programs. Respond to competing operational needs to best meet SLM exhibition and travelling exhibition project outcomes. Support the compilation and distribution of accurate object loans documentation, records and reports. Apply appropriate sensitivity and confidentiality in actioning all tasks. Develop effective working relationships to facilitate the delivery of exhibitions and interpretation projects. Address issues relating to SLM loan objects and associated details, including the resourcing of specialist advice (e.g. conservators, pest managers, framers, freight agents). Consult, liaise and collaborate on projects. Provide advice on SLM loan object matters. Coordination of loan documentation and logistics according to legal, insurance, financial and scheduling requirements. Curators and Registrars Negotiate conditions, contractual and logistical arrangements, transportation, resourcing and implementation of loans. Discuss loan status. Peers Maintain professional currency, explore matters of common interest and share intelligence. Role dimensions Decision making This role: Identify and leverage best practice developments. Takes active ownership of own work. Demonstrates discretion and judgment for planning, organising and actioning their own role s tasks and priorities to achieve agreed outcomes within the nominated time and budget constraints. Works as a collaborative team member to assess, prioritise and monitor progress of SLM loan projects, and undertakes accountabilities, within budget and according to the agreed time schedule and government policy to ensure that SLM delivers its exhibitions and travelling exhibition program. Applies discretion and judgment in planning and selecting appropriate documentation, equipment, other necessary resources, methods and procedures to successfully complete allocated activities with minimum supervision. Utilises independent judgement and decision-making within the constraints set by supervisors when setting individual schedules and when actioning allocated responsibilities, including monitoring aspects of any contracted work that supports the delivery of projects. Role Description Exhibitions Loans Officer 3
Reporting line This role reports directly to the Project Manager Exhibitions & Travelling Exhibitions. Direct reports Nil Budget/Expenditure Nil Essential requirements Tertiary qualification in museum studies or related field. Minimum of 5 years registration experience within the museum sector or related fields. Current NSW driver s license. Capabilities for the role The NSW Public Sector Capability Framework applies to all NSW public sector employees. The Capability Framework is available at www.psc.nsw.gov.au/capabilityframework 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. Role Description Exhibitions Loans Officer 4
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 Foundational Adept Foundational Foundational 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 Adept 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 Focus on key points and speak in 'Plain English' Clearly explain and present ideas and arguments Listen to others when they are speaking and ask appropriate, respectful questions Monitor own and others' non-verbal cues and adapt where necessary Prepare written material that is well structured and easy to follow by the intended audience Role Description Exhibitions Loans Officer 5
NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators Relationships Commit to Customer Service Results Demonstrate Accountability Business Enablers Procurement and Contract Management Business Enablers Project Management Communicate routine technical information clearly Support a culture of quality customer service in the organisation Demonstrate a thorough knowledge of the services provided and relay to customers Identify and respond quickly to customer needs Consider customer service requirements and develop solutions to meet needs Resolve complex customer issues and needs Co-operate across work areas to improve outcomes for customers Take responsibility and be accountable for own actions Understand delegations and act within authority levels Identify and follow safe work practices, and be vigilant about their application by self and others Be alert to risks that might impact the completion of an activity and escalate these when identified Use financial and other resources responsibly Understand and comply with legal, policy and organisational guidelines and procedures in relation to procurement and contract management Conduct delegated purchasing activities, complying with prescribed guidelines and procedures Work with providers, suppliers and contractors to ensure that outcomes are delivered in line with time and quality requirements Perform basic research and analysis which others will use to inform project directions Understand project goals, steps to be undertaken and expected outcomes Prepare accurate documentation to support cost or resource estimates Participate and contribute to reviews of progress, outcomes and future improvements Identify and escalate any possible variance from project plans Role Description Exhibitions Loans Officer 6