Venues Administration Support

Overview

The Abbotsford Convent is Australia's largest multi-arts precinct and a cultural and community hub in Melbourne. The Convent precinct comprises 11 historic buildings, a gallery, four cafes, a radio station, a school, and 6.8 hectares of gardens and open spaces. The Abbotsford Convent Foundation (ACF) is a not-for-profit organisation that owns and operates the precinct and manages day-to-day operations, sustainability and future vision.

This role will be responsible for supporting day-to-day operations, including administrative duties, customer service, and key responsibilities.

Context and objectives reflect the Convent's ongoing commitment to being open, activated and accessible to everyone, 365 days a year.

Reporting and relationships

Reporting: The position reports to the Venues Manager

Internal Relationships: The role liaises with internal ACF departments including Building & Facilities, Development, Finance, Governance and Administration, HR, Marketing, Programming and Tenancy.

External Relationships: The role liaises with current and prospective venue hire clients, Convent tenant businesses and external suppliers.

Key responsibilities

Administration, Bookings and Enquiries

• Administer the booking lifecycle for day-to-day events across the Convent's venues, ensuring excellent customer service.
• Ensure all Venue Hire queries are checked and responded to daily.
• Ensure operational requirements of bookings are included in the Venue Management System.
• Administer contracts, conditions of hire and payments.
• Maintain the data integrity of the Venue Management System.
• Ensure daily signage is prepared.
• Assist with post-event survey data collection and analysis.
• Conduct site visits for prospective and repeat hirers, as required.
• Other general administrative duties, including handling phone enquiries, inbox and calendar export.
• Other tasks as reasonably assigned by the Venues Manager.

Key competencies

Interpersonal Skills

• Well-developed organisational and time management skills whilst working to deadlines.
• High degree of accuracy with a strong eye for detail.
• A proactive and helpful approach to assisting venue users and clients.
• Ability to work independently whilst liaising effectively and collaborating as part of a team.
• Ability to multi-task and juggle competing demands and deadlines.

Specialist Skills

• Proficient use of Microsoft Word, Excel and Outlook.
• Knowledge of the Ungerboeck/Momentus booking management system or similar product.
• Understanding of an arts, cultural and/or events environment.

Communication Skills

• Strong verbal and written communication skills.
• Ability to liaise confidently with a wide range of stakeholders including LGBTQIA+, CALD, First Nations, Accessibility, artists, NFPs and community groups as well as commercial hirers, professional event managers and festival producers.

Qualifications and experience

• 1 to 2 years' experience in a similar role.
• Formal certificate/diploma in event or arts management or similar.
• Experience with booking management systems (Momentus/Ungerboeck).
• Working with Children check or willingness to obtain.
• Demonstrate administrative experience in events and/or venue operations.
• Describe experience with using a venue system to manage events, bookings, operations and/or logistics.

Conditions

• This role has a salary package of circa $60,000 per annum plus superannuation.
• 3-month contract, with possibility to extend into the new year.
• Temporary Full-Time and part-time options can be explored.
• The Amusement, Events and Recreation Award (MA000080) is applicable.

Note: As the ACF evolves to meet the changing needs of our community and projects, the competencies required of this role may vary from this role statement.

What we offer

Our roles are full of opportunity, experience, and collaboration. We value all types of experience—the diversity and variety is what makes us unique.

• Salary sacrificing.
• Access to EAP services.
• An organisation committed to Diversity and Inclusion.
• A collaborative and inclusive work environment with a focus on employee well-being and professional growth.
• Access to some free events on-site.
• Free 24-hour car parking access.

Application process

Equity and inclusion: Abbotsford Convent is committed to equity and inclusion and welcomes applications from Aboriginal and/or Torres Strait Islander people, people from culturally and linguistically diverse backgrounds, people of all abilities, and people from LGBTQIA+ communities.

Applications are due by 9am Wednesday, 24 September 2025.

• A current CV and contact details of 2 referees.
• A written application (limit to 1 page or max 2 pages) addressing the KSC.

Please submit your application at venuehire@abbotsfordconvent.com.au

Selected candidates will be interviewed in the first week of October 2025.

Note: No applications will progress without CV and Cover Letter addressing KSC.

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