Admin/Collection Assistant Officer BB 1.2

The Admin/Collection Assistant Officer, Photographs Film and Sound (PFS) undertakes a broad range of tasks associated with the administration of the Memorials PFS collection. Under the direction of the PFS Collection Manager, the work involves managing PFS collection access and storage; physically describing objects applying the PFS collection schema, and version control within the Collection Management System (CMS). Other responsibilities include collection retrievals, preparing collection for conservation and digitisation; responding to internal enquiries and assisting with PFS priorities and Memorial projects where directed.

A Drivers Licence is required as the occupant of the role will need to move collection items between Memorial campuses. The occupant will also be required to work in low temperature storage repositories in accordance with Memorial standards.

This position may entail working with potentially distressing and culturally sensitive material.

Core Responsibilities

  • Under direction, physically describe the collection applying the PFS schema and version control at the object level enhancing the catalogue record using the Memorials Collection Management System
  • Undertake administrative support, collection documentation and project tasks as required with an emphasis on continuous improvement in a service delivery environment.   
  • Assist with the handling and movement of a wide range of objects, equipment and photographic/film collection material (prints; acetate, nitrate, polyester, film reels and glass-plate negatives) as required.         
  • Support the Memorial’s use of PFS content against various activities such as eSales, exhibitions, publications and projects using Memorial systems such as the CMS (Collection Management System), DAMS (Digital Asset Management System), Piction (online sales) and Sharepoint.
  • Abide by and further the principles and practices of Work Health and Safety, taking reasonable care for personal  health and safety and ensuring that acts or omissions do not adversely affect the health and safety of other persons.

Selection Criteria

  1. Demonstrated experience using collection management software, workflow software and electronic filing systems to record and track collection items and documentation.
  2. Ability to identify and record photographic, film and sound objects by type, format and material, including the correct handling and care of collection material.
  3. Demonstrated ability to communicate effectively with stakeholders.
  4. Proven ability in co-ordinating and setting task priorities, tracking progress, accuracy and attention to detail.
  5. Good interpersonal communication skills including the ability to work either independently or as part of a team.
  6. A strong commitment to the principles and practices of health and safety, planning and participation in the workplace.

The Memorial is committed to workplace diversity and maintains an environment that values the contribution of people from different backgrounds, experiences, and perspectives. The Memorial welcomes applications from Aboriginal and Torres Strait Islander people, veterans, mature age people, people from diverse backgrounds and people with a disability. To be eligible for ongoing or non-ongoing employment, Australian Citizenship is required.

For further information on the position, please call the Contact Officer: Lauren Hewitt, 6243 4496

To Apply

Please prepare the following documents before you start your application:

  1. A response addressing the Selection Criteria (maximum 2 pages)
  2. Current Resume

There is no ability to save your application and revisit, it must be completed in one session.

Applications should be submitted in WORD (.doc or .docx) or .PDF by Midnight (AEST) on 27 January 2021.

If you experience any problems with the application system please contact the Recruitment Team on 02 6243 4234 or email

Get Started on your application

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