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Collection Systems Officer

National Gallery of Australia - Canberra, ACT

Government, Defence & Emergency
Source: uWorkin

Source: uWorkin


Full Job Description
Registration Department
NGA Level 5
Position No. 7214
$72,262 - $77,529 pa
Ongoing Vacancy

The position
The Collection Systems Officer forms an important part of the National Gallery’s Collection
Management System (EMu) team within the Registration Department. A core component of the
role is to ensure the effective operation and use of EMu and support staff in the use of the
system that manages the National Gallery’s works of art.

Our ideal candidate is a highly experienced database user within a museum or gallery
environment, preferably EMu, capable of working in a collaborative and busy environment. You
must have effective communications and technical skills, along with the ability to build and
maintain strong business relationships with users. You will be confident sharing knowledge,
delivering training and articulating technical and user needs in a clear and concise manner.

You must be solutions focussed and have a high attention to detail on database integrity and
data accuracy, work with initiative and ensure the smooth running of the system. Possessing
excellent administrative and organisational skills, you will be able to manage multiple priorities,
work flexibly and independently or as part of a team.

The role sits within the Artistic Programs Portfolio and works closely with internal teams
including Registration, Curatorial, Conservation, ICT and Digital.

Reporting to the Assistant Registrar, Documentation, this is a full-time, ongoing employment
opportunity available within the Artistic Programs Portfolio.

How to apply
If you are interested in this role you must submit a current resume/CV, the National Gallery
Personal Particulars form and a brief statement of claims addressing the selection criteria (1-2
page pitch), which details your skills, experience and qualifications which are relevant to this
position. Please note that the selection criteria do not need to be addressed individually.

Further information about the position may be obtained by contacting Jennifer Drysdale,
Assistant Registrar, Documentation on (02) 6240 6568 or jennifer.drysdale@nga.gov.au. The
Recruitment Officer may also be contacted on (02) 6240 6447.

Closing date
Applications close at midnight on Monday, 14 June 2021 and should be emailed to

Position Title: Collection System Officer

Position Number: 7214

NGA Level: NGA Level 5

Department/Section: Registration Department

Portfolio: Artistic Programs

Immediate Supervisor: Assistant Registrar, Documentation

Direct Reports: Nil

Position Location: National Gallery - Canberra

Australian Citizenship

Police Check


3-month probation (may be extended)

About the National Gallery

The National Gallery is one of Australia’s leading visual arts institutions. It is based in
Canberra and is a vital part of the Australian cultural landscape. Our Purpose is to collect,
preserve, promote, and share the national collection of art. The Vision of the National Gallery
is to inspire creativity, inclusivity, engagement and learning through artists and art. Our
Mission is to lead a progressive national cultural agenda by championing art and its value in
our lives. Our Values include excellence, creativity, courage, respect, and accountability.


This position is situated in the Documentation and Storage Section within the Registration
Department, which is responsible for the delivery of a range of functions including:

  • development and maintenance of the National Gallery’s Collection Management
System (CMS) - EMu;

  • providing advice and direction on best practice in data management and

  • providing training and information sessions regarding the CMS promoting its
functions as a business tool;

  • ensuring the CMS meets the needs of users and stakeholders; and
  • ensuring that appropriate data is available for the website and public access.
Duty Statement:
1. Provide general CMS support and technical advice, including shared management of the
support helpdesk and user account administration.

2. Manage and refine the user training program, user guides and conduct training sessions
for staff and volunteers.

3. Assist the Documentation team in actioning the CMS projects priority list and improving

efficiency and service delivery.

4. Perform data clean-up projects and assist the team in responding to data queries and

5. Assist with scheduled testing and user support for upgrades of the CMS.

6. Assist in developing, implementing, and maintaining appropriate data standards.

7. Assist in the development of the Gallery’s suite of reports run from the CMS.

8. Update and maintain CMS user communication platforms, such as the EMu intranet


9. Other duties as required commensurate with your skills and abilities.

Selection Criteria:
1. Proven experience with Emu, or similar database system, and an understanding of the
role of collection management systems in a Gallery, or similar context.

2. High attention to detail in the creation and management of electronic information,
including searching and analysing, sorting, reporting and the provision of solutions to
data management issues.

3. Effective written and oral communication skills including experience in negotiating and
liaising with staff at all levels and external stakeholders, including the ability to
collaborate and work effectively and professionally within a small team.

4. Demonstrated excellent organisational and administrative skills, ability to prioritise
workloads, manage multiple projects, and use initiative and sound judgement to make

5. Demonstrated understanding of the fundamentals of crystal reporting software and

proficiency with the Microsoft office suite.

6.Qualifications, Certifications and Registrations

  • Qualifications or equivalent experience in visual arts, art history, database
management or a related field and experience in an art gallery/museum environment
is desirable.

  • Professional certification and/or membership of relevant professional associations is

Work, Health & Safety Obligations

This role is required to ensure that they meet duty of care obligations as required under

WHS legislation. This is achieved by:
  • being accountable and taking ownership of health and safety matters within their
control or ability to promote a culture of health and safety within the National Gallery,

  • working with colleagues to enhance health and safety and ensure that it becomes a
part of everyday National Gallery business.

Note: In line with National Gallery recruitment practices you must hold Australian Citizenship and satisfy a police
check. The requirement to hold Australian Citizenship may be waived under exceptional circumstances.

Canberra, ACT

Government, Defence & Emergency


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