Employment Information Package ASSISTANT REGISTRAR Position number: POS1767 Enquiries: Name: Shane Fitzgerald Position: General Manager Creative Arts & Cultural Services Town Hall, 18-28 St John Street Launceston Phone: 03 6323 3700 T 03 6323 3000 Email: Shane.Fitzgerald@launceston.tas.gov.au E contactus@launceston.tas.gov.au Application closing date: 3.00PM, TUESDAY, 28 JANUARY 2025 www.launceston.tas.gov.au Contents Introduction 3 City of Launceston Organisational Directory 4 Organisational Values 5 Information for Applicants 6 Recruitment Steps 7 General Conditions of Employment 8 Position Description 9 Address all correspondence to: Manager People and Culture City of Launceston PO Box 396 LAUNCESTON TAS 7250 Email address: contactus@launceston.tas.gov.au When emailing your application, attachments should be sent in either Word (.doc/.docx), PDF (.pdf), TIFF (.tiff), JPEG (.jpg) or Excel (.xls/xlsx) formats. 2 2 Introduction Launceston is the regional hub of Northern Tasmania and enjoys a rich natural and social history. Located at the head of the picturesque Tamar Valley, the Launceston region is renowned for its award-winning wines, gourmet dining experiences, magnificent natural features and friendly residents. Our city is human scale. A series of green and wild spaces linked by heritage streetscapes and thoughtful adaptions. A real blend of old-world and new, tradition and innovation. The City of Launceston municipal area covers an area of 1,405 square kilometres with a population of around 71,000 residents. The City of Launceston is Tasmania’s largest municipal council in terms of population and revenue. Launceston boasts all the major facilities of a much larger city, many of which are owned and operated by the City of Launceston. The City of Launceston is served by 12 Councillors, including the Mayor and Deputy Mayor. Click here to view City of Launceston’s strategic and annual reporting. 3 City of Launceston organisational chart The City of Launceston is recognised as an Employer of Choice by the Tasmanian Government. An Employer of Choice is a workplace that demonstrates contemporary workplace practices and provides outstanding support for its staff. The Council employs around 570 employees across a range of responsibilities. Employment information package 4 Organisational values At the heart of our organisation are our four organisational values. Our employees are expected to adhere to, support and promote our values at all times. Our aim is to attract and retain people who share our values and want be a part of our positive workplace culture. Before submitting your application please review our values and decide if they are a good fit for you. WE CARE OUR PEOPLE ABOUT OUR MATTER COMMUNITY • We value clear and open • We take pride in our work and communication pursue a standard of excellence • We support and en courage each • We genuinely listen, and value other collaborative relationships • We respect diversity • We strive towards the best We recognise individual needs, outcome for our community experience and strengths • We make responsible and sustainable decisions WE BRING AN WE GO HOME OPEN MIND SAFE AND WELL • We actively seek opportunities to • We show care for people and look continuously improve out for one another • We respect and explore different • We speak up and support others to ideas and perspectives be healthy and safe • We embrace change that leads to • We take personal responsibility for positive outcomes our own health and wellbeing • We value innovation and creativity • We value work-life fit Employment information package 5 Information for applicants City of Launceston is an equal When applying for this position, you must provide the following opportunity employer. Our documentation: workforce is diverse, inclusive, 1. Covering letter flexible and family-friendly. 2. Statement addressing the selection criteria (highlighted criteria only) We value the different backgrounds, skills and 3. Resume contributions of all employees The online Application for Employment can be accessed here and treat each other and our (you will be asked to attach your supporting documentation) community with respect. 1. Your covering letter should introduce you and explain why you We want opportunities at City are applying for the role. of Launceston to be accessible 2. All recruitment and selection decisions are based on merit. The and attainable to all candidates. most suitable person in terms of skills, knowledge, qualifications, If you are interested in this role relevant experience, alignment with organisational values and but have concerns about your work attitudes is selected for the position. Selection is based on suitability, please talk to us the assessment of each application in relation to the selection before submitting your criteria identified in the position description. The position description is included later in this information kit. application. The selection criteria consists of the qualifications, knowledge, skills, attitudes and abilities required to successfully perform the role. You must provide a statement that addresses each highlighted selection criterion for the role. Your statement should include examples that demonstrate how you meet each criterion. Please see information here on how to address the Selection Criteria. 3. Your resume should provide details of your qualifications, work history, special skills, training and competency details and referees, plus any other information that may support your application. Be clear and informative. Include the names, position titles, addresses and telephone numbers of at least two work referees. If we can assist you with any reasonable adjustments in order to submit your application for this role, please contact the People and Culture Team via email at contactus@launceston.tas.gov.au, noting your preferred method of communication and contact details and a member of the team will be in touch. Please read this information carefully, as it will help you with the preparation of your employment application. Employment information package 6 Recruitment steps 1. Application received 2. Shortlisting Shortlisted applicants will be contacted by telephone or email to arrange an interview. Unsuccessful candidates will be advised by email. 3. Interview 4. Pre-Employment Checks: Reference Check Police Check Medical Assessment Drug and Alcohol screening All costs covered by City of Launceston 5. Suitability determination and preferred candidate identified 6. Letter of Offer Employee benefits Our employees have access to discounted health insurance options through St Luke’s Health and BUPA. Employees have access to a free EAP service, which provides support and counselling for personal and work related issues, coaching and advice for leaders and counselling assistance for immediate family members. We are committed to providing a working environment that is sufficiently flexible to meet the operational requirement and workload demands of the City of Launceston while accommodating, where possible, the needs of our employees. Discounted membership at Launceston Aquatic. Discounts at the Museum Gift shop. Additional leave: employees may request to purchase an additional two or four week’s additional leave per year to help manage family/carer responsibilities or other special circumstances. 7 Employment information package 7 General conditions of employment Position title Assistant Registrar Employment terms Permanent, Full time Working pattern 19-day month Total remuneration $83,497 - $92,007* *Total remuneration includes superannuation, as detailed below Base salary $72,448 - $79,833 Superannuation Employer contribution of 15.25% Annual leave: employees are entitled to 4 weeks (pro-rata for part-time employees) annual leave per year, plus leave loading. Personal leave (for sick and carer’s leave): employees are entitled to two weeks (pro-rata for part- time employees) personal leave per year, if they are unable to attend work due to personal illness/injury or to provide care for a spouse/partner or immediate family member. Paid parental leave: employees are entitled to fourteen weeks paid (or twenty eight weeks at half- pay) parental/adoption leave for the primary carer; two weeks paid leave for the secondary carer. Long Service Leave: Long service leave applies after 7 years continuous service. The City of Launceston Enterprise Agreement 2021 is available here The City of Launceston Leisure and Aquatic Centre Enterprise Agreement 2022 is available here Employment information package 8 Position Description Position Description – QVMAG Assistant Registrar PF NUMBER: POS NUMBER: POS1767 POSITION TITLE: Assistant Registrar AWARD CLASSIFICATION: Grade 4 EMPLOYEE: Vacant TEAM: Strategic Collections NETWORK: Creative Arts and Cultural Services REPORTS TO: Leader Strategic Collections PREPARED BY: Shane Fitzgerald DATE: February 2023 APPROVED BY: NAME: Shane Fitzgerald POSITION: General Manager Creative Arts and Cultural Services SIGNATURE: POSITION PURPOSE (Why does this position exist) Assists in managing and overseeing the registration and documentation policies, procedures and processes of QVMAG and the QVMAG collections, including the electronic Collection Management System (CMS). Assist in developing and actioning inward and outward loans, the storage and movement of collection objects and delivery of new acquisitions. Assists in coordinating valuations of the collections and complying with insurance requirements. Conducting regular checks to ensure collections are correctly located and properly stored. Contributes to inter-disciplinary curatorial projects as required. City of Launceston is a values-based organisation, which means that we employ people who share and display our values • we value clear and open communication • we take pride in our work and pursue a we support and encourage each other standard of excellence • we respect diversity • we genuinely listen, and value collaborative we recognise individual needs, experience relationships and strengths • we strive towards the best outcome for our community • we make responsible and sustainable decisions • we show care for people and look out for we actively seek opportunities to one another continuously improve we speak up and support others to be we respect and explore different ideas and healthy and safe perspectives we take personal responsibility for our own we embrace change that leads to positive health and wellbeing outcomes we value work-life fit we value innovation and creativity Accountabilities Activities/Tasks include: Success looks like … General City of Launceston's Behave in a way that supports the City of Launceston's Demonstrates, through Values values. behaviour, an alignment to and an understanding of our Our people matter values We care about our community We bring an open mind We go home safe and well Technology Use technology and information to maximise efficiency New and existing technologies and effectiveness. are utilised effectively. Collaborate Work collaboratively within your team and across Actively participating in team networks. meetings/tool box meetings, Support delivery of the Network's strategic and annual by offering ideas and plan actions. suggestions and providing feedback Work with horizontal teams as relevant to technical Collaborative opportunities are role accountabilities. sought across Networks Innovation Encourage and be proactive in developing a culture of Improved work practices and introducing new and improved work practices and projects. projects within your team and your network.. Technical Registration and Ensure that all QVMAG objects are correctly Database accurately recording of QVMAG registered within the CMS, including information on maintained objects condition and location. New acquisitions entered into Ensure that all newly acquired QVMAG objects and collections are registered as soon as possible, and all the CMS in a timely manner changes in object status, including location, are recorded. Coordinate and oversee Assist in the preparation of necessary paperwork and Loan records kept up to date inward and outward organisation for the successful undertaking of both inward and outward loans. loans Legal requirements met Ensure that legal requirements for loans are met. Appropriate packing ensured Ensure that appropriate packing requirements for loans are met. Insurance coverage appropriate Ensure that appropriate insurance is in place for loans. Collections Contribute to the security, preservation and Successfully contributes to the Management accessibility of the QVMAG collections. preservation of the participate the safe movement and display of QVMAG collections objects and ensures that they are stored to an Effective co-ordination of the acceptable standard. movement, display and storage of collection objects Accountabilities Activities/Tasks include: Success looks like … Perform checks on a sample of objects in the Checks performed and objects database, to ensure that they are correctly located. found to be correctly located Assist in the conduct of the five-yearly valuation, by an Valuations and updates external valuer, of all QVMAG Collections. completed Insurance requirements met Collection-related staff Assist in the conduct of inductions for staff on Inductions conducted inductions collection-related issues Administration Provide administrative and related support to the Delivery of efficient QVMAG registrar including contribution to monthly and administrative support other reports Effective supervision of Supervise volunteers working on registration of volunteers QVMAG objects as required Effective contribution to Attend regular toolbox meetings with the Leader teamwork Strategic Collections and other Strategic Collections staff to manage workflows and problem solve Regular toolbox meetings held roadblocks Work Safely with a Perform all work in a safe manner in accordance with Duty of Care for fellow the City of Launceston's Occupational Health and employees and ensure Safety Policy and Procedures procedural compliance While at work, a worker must – (a) take reasonable care for his or her own health and safety; and (b) take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons; and (c) comply, so far as the worker is reasonably able, with any reasonable instruction that is given by the person conducting the business or undertaking to allow the person to comply with this Act; and (d) cooperate with any reasonable policy or procedure of the person conducting the business or undertaking relating to health or safety at the workplace that has been notified to workers. (Section 28 Work Health & Safety Act 2012) Note: Whilst the key functions and responsibilities for the role are set out above, the Council may direct an employee to carry out such duties or tasks that are within the limits of the employee’s skill, competence and training. WORKING WITH VULNERABLE PEOPLE CHECK Yes/No Working with Vulnerable People Check required? No If yes, include in Selection Criteria table below SELECTION CRITERIA POSITION REQUIREMENTS/COMPETENCIES Organisational Community Focussed: considers community/customers in decision making Communicate and Engage: demonstrates self-awareness & encourages open discussions & contributions from others Create and Innovate: displays initiative & considers different ideas and perspectives Safety Focussed: takes responsibility for own and team's health, well-being and self-care QUALIFICATIONS AND EXPERIENCE Skills and knowledge of practices and standards pertaining to the registration of collections within a major museum or art gallery including the management of collections and experience in the safe handling of objects. Skills in the maintenance of accurate records in manual and computer-based formats and knowledge and/or experience in museum cataloguing methods and the use of collection management software. Excellent organisational skills, including the ability to work on several projects simultaneously, organising and prioritising to meet deadlines under limited supervision. Ability to work effectively in a strongly collaborative manner as a team member and team leader to establish good working relationships with Department staff, museum visitors and clients and other museum and art gallery professionals. Relevant tertiary qualifications and/or equivalent museum or art gallery experience. A museum studies qualification will be favourably considered. Current Driver's licence which must be retained. REPORTING STRUCTURE Manager Leader Strategic Collections Direct Reports nil KEY RELATIONSHIPS (External and Internal Customers, Supplier, Colleagues, etc) Internal Nature of Relationships Strategic Collections Team member Curatorial Client / Stakeholder / Colleague Exhibitions Client / Stakeholder / Colleague QVMAG IT Colleague / Liaison CoL Finance Stakeholder External Nature of Relationships QVMAG visitors, audience, donors and Network and liaison collectors, external institutions DELEGATIONS & AUTHORISATIONS (Local Government Act, By-Laws etc) Purchasing Approvals Limit $1000 Confidentiality Staff are a) Able to access; or b) May be exposed in the course of performing their duties to information that may be related to individuals, organisations or the general dealings of the City of Launceston. Some of this information will be of a sensitive nature – either within or external to the organisation. By accepting this position the employee undertakes: a) To keep all information that they are exposed to confidential during and after their period of employment with City of Launceston. Information should never be disclosed outside of the organisation and only be disclosed to other employees if there is a need within the context of the task being performed. b) To not access any information within the organisation's systems that is not directly relevant to their work. c) To abide by the requirements of the Confidentiality and Privacy clause of the relevant Enterprise Agreement. OTHER RELEVANT INFORMATION Expectations of a City of Launceston employee: Have strategies in place to enhance their own health and well-being, manage stress and maintain professionalism; Seeks feedback broadly and asks others for help with own development areas; and Translates feedback into an opportunity to develop. TownT Hoawlln, 1H8a-l2l, 81 8St- 2J8o hSnt SJotrhene tS tLraeuent cLeasutonnce ston T 03 6T3 0233 63302030 3 000 E conEta ccotunst@acltauusn@celasutoncne.tsatso.gno.tva.sa.ugo v.au www.wlawuwnc.leasutnocne.statos.ng.otavs.a.guo v.au