Venues Administration Support

Overview

The Abbotsford Convent is Australia's largest multi-arts precinct and a community hub in Melbourne. The Convent precinct comprises 11 historic buildings, a gallery, four cafes, a radio station, a school, and extensive gardens and open spaces. The Abbotsford Convent Foundation (ACF) owns and operates the precinct and manages day-to-day operations, sustainability and future vision. The organisation relies on a social enterprise model and community support to keep the precinct open and accessible 365 days a year.

Context: This role will support day-to-day operations, including administrative duties, customer service, and key responsibilities.

Responsibilities

• 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.
• Prepare daily signage.
• Assist with post-event survey data collection and analysis.
• Conduct site visits for prospective and repeat hirers as required.
• Handle general administrative duties, including phone enquiries, inbox management and calendar export.
• Undertake other tasks as reasonably assigned by the Venues Manager.

Key CompetenciesInterpersonal Skills

• Well-developed organizational and time management skills with ability to meet deadlines.
• High level of accuracy and attention to detail.
• Proactive and helpful approach to assisting venue users and clients.
• Ability to work independently and in a team, with effective liaison.
• Ability to multi-task and manage competing demands and deadlines.

Specialist Skills

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

Communication Skills

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

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.
• Demonstrated administrative experience in events and/or venue operations.
• Describe experience using a venue system to manage events, bookings, operations and/or logistics.

Conditions

• 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) applies.

Note: As the ACF evolves to meet community needs, competencies may vary from this role statement.

What We Offer

• Salary sacrificing and access to EAP services.
• Commitment to diversity and inclusion and a collaborative work environment.
• Opportunities to engage with free on-site events and parking access.

Application Process

Abbotsford Convent welcomes applications from Aboriginal and/or Torres Strait Islander people, people from culturally and linguistically diverse backgrounds, people of all abilities, and LGBTQIA+ communities.

Applications are due by 9am Wednesday, 24 September 2025. Please submit a current CV, contact details of 2 referees, and a written application addressing the knowledge, skills and competencies (KSC). Submit via email to venuehire@abbotsfordconvent.com.au. Selected candidates will be interviewed in the first week of October 2025. No applications will progress without CV and cover letter addressing KSC.

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