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Documentation/Special Collections Officer
NGA Level 3/4
Position No. 9028


The National Gallery of Australia’s Research Library is a specialist library which comprises professional, technical and administrative staff. It is responsible for appropriate services to meet the research needs of the Gallery’s staff, volunteers and visiting scholars. This position reports to the Chief Librarian.

Duty Statement

  1. Participate in the management of special collections, including research and evaluation of digital and audiovisual materials, and preservation projects. Prepare analytical data for scoping and preservation of the NGA’s audiovisual and ephemera collections liaising with internal and external stakeholders for the Gallery’s digitisation activities.
  2. Manage and supervise the organisation of significant ephemera collections. This includes the supervision of a team of Filer/ Shelvers doing the sorting and data entry of the catalogue records for the unique Artists Files collection.
  3. Support discoverability to internal and external online resources through the NGA intranet and web publishing, documenting on library management systems and other relevant databases. Also participate in the preservation of visual arts websites onto PANDORA the National Library’s database of archived web resources. This includes website selection, copyright clearances, and documenting to technical standards set by the cultural sector.
  4. Assist with archives in the Research Library as required with appropriate preservation standards for all digital and physical collections.
  5. Provide reference services when required and assist with other reader services.
  6. Manage the movement of materials from and to the Gallery's off-site store, supervising the Filer/Shelvers and participating in the filing and shelving of library materials.

Selection Criteria

  1. Qualifications in or progress towards, archival / library studies or relevant experience with special collections and archives. Knowledge of the application of new technologies in library and archive practice is highly desirable.
  2. Demonstrated knowledge of library collection management systems in special libraries. An understanding and appreciation of the visual arts will be an advantage.
  3. Well developed written, oral and interpersonal communication skills with the ability to work effectively as part of a small team and liaise appropriately with internal and external stakeholders.
  4. Well-developed organisational and administrative skills, with demonstrated ability to work accurately with attention to detail, managing competing priorities and deadlines with minimum supervision.
  5. Capacity to undertake the physical demands of lifting and moving material under WH&S guidelines.
  6. Ability to promote and apply the principles of workplace diversity and participative management practices.

Job Specific WH&S Requirements / Information for Supervisor and Occupant

A current driver’s licence will be required to facilitate operations at offsite storage areas, courier duties and other operational requirements.

The Documentation/Special Collections Officer is expected to take all reasonably practicable steps to ensure the health and safety of all by supporting and participating in initiatives aimed at improving health and safety in the Gallery particularly through the process of continuous improvement. This includes ensuring tasks and procedures are undertaken in a manner which safeguards the health and safety of Gallery employees, contractors, volunteers and visitors and ensuring the Gallery’s legal obligation for WH&S is met in relation to systems of work.

Both the occupant and his/her supervisor have a responsibility to ensure a safe working environment. Within 1 month of commencing in the position, the occupant, in discussion with his/her supervisor must complete an Individual Development


Administrative Details

Position No.: 9028

Position: Documentation/Special Collections Officer

Classification: NGA Level 3/4

Section: Research Library

Immediate Supervisor: Chief Librarian

Status: Ongoing

Hours per week: 37:30