About the role

As our Business Support Officer, you’ll play a pivotal role across the iconic National Wool Museum, the vibrant Museum Shop, the much-loved Waterfront Carousel, and the City of Greater Geelong Art & Heritage Collections. This is your opportunity to contribute to places that inspire thousands of visitors each year.

Working alongside passionate Curatorial and Visitor Services teams, you’ll help bring exhibitions, events, and audience programs to life. From coordinating artists, contractors and volunteers to ensuring seamless day-to-day operations, you’ll be the central connector who keeps everything running smoothly behind the scenes and shining out front.

This is more than administration. You’ll support major programs and events, oversee finance and membership processes, assist with marketing activity, and help maintain the systems and procedures that keep our organisation operating at its best. Whether teams are onsite, remote, or navigating peak visitor periods, you’ll provide practical, responsive support that makes a real difference.

If you’re highly organised, detail-focused, and thrive in collaborative environments, this is your chance to contribute to exceptional visitor experiences and help shape the continued success and reputation of one of the region’s most treasured cultural destinations.

Bring your skills. Be part of something meaningful. Help us create experiences people remember.

This role will require out-of-hours, weekend and holiday work from time to time.

Work type: Permanent, full-time.
Classification: Band 4, $73,796+ super.  

Key responsibilities include:

• Be the primary point of contact for internal and external enquiries, providing responsive, professional frontline support.
• Assist with Inductions and compliance support for staff, contractors, hirers, and special users (including program delivery personnel such as artists onsite)
• Support records and systems management including REX records for procedures, receipts, Visa expenditures, program files, and workflow follow up.
• Facilitate membership administration including processing new members and renewals, member correspondence, and member data management.
• Provide events and major program coordination support including quotes, logistics, catering, technical requirements, staging/furniture, security, Welcome to Country coordination, and VIP/invitation list support.
• Provide marketing and promotions support including brochure distribution coordination, social media monitoring/content updates, and basic website updates.  
• Support meeting coordination and provide team support including agendas, scheduling, minutes, and follow‑up actions to keep teams aligned and informed.
• Provide financial administration support including vendor liaison, accounts payable/receivable support, and invoicing for bookings, school groups, and external hires.
• Assist with mail and deliveries.

About you
To be successful in this role, you will have a Certificate III in Office Administration or similar and / or equivalent work experience – preferably in a cultural or similar public institution.

Essential Experience:

• Demonstrated experience in a similar role in a public facing cultural institution or government agency.
• Proficient in managing calendars, records, meetings, and documentation while keeping multiple priorities on track with precision.
• Strong communication skills in both written and verbal forms, with the ability to respond professionally to enquiries and work effectively with staff, contractors, artists, vendors, members, and external stakeholders.
• Customer service experience, supporting visitors, hirers, members, or program participants and delivering positive outcomes.
• Problem solving skills and initiative, able to work independently, anticipate needs, and respond effectively to challenges as they arise.
• Experience in financial administration, including handling purchase orders, receipting, invoicing, accounts payable and receivable, and liaising with suppliers.
• Digital literacy, with proficiency in Microsoft Office applications such as Word, Excel, Outlook, and Teams, and the ability to learn new business systems.
• Records management expertise, including creating, maintaining, and capturing accurate and complete records in line with organisational policies and procedures in both electronic and hard copy formats.
• Ability to work collaboratively within a team environment while also supporting staff working remotely, offsite, or across multiple locations.
• Posess a valid, current drivers licence.

Success in this role will be evident through:

• Efficient, reliable operations, demonstrated by smooth day‑to‑day administration, well‑coordinated facilities and onsite activity, and timely support for programs, events, and visitor services.
• Strong administrative and financial accuracy, shown through compliant procurement, accurate records, timely invoicing and payments, and effective support of budgets and vendors.
• Positive team and stakeholder experience, reflected in responsive support to staff, volunteers, artists, contractors, members, and partners across Museum, Carousel, and Collections sites.
• Contribution to organisational readiness and reputation, through proactive problem‑solving, well‑maintained systems and procedures, and consistent adherence to Council policies and professional standards.

Preferred candidates will be required to undergo a National Police Check and Working with Children's Check as part of the recruitment process (funded by the City).

If this sounds like the role for you, then click apply now! 

Child Safety Responsibilities   
We are committed to being a child-safe organisation and have zero-tolerance for child abuse. We have specific policies, procedures, and mandatory training in place to support employees, volunteers, and contractors to achieve and adhere to these commitments. Please read our Child Safe Standards Management Policy.  

Diversity and Inclusion  
At the City we want a workforce that reflects the community we live in. We welcome and embrace everyone, all people with their own unique experiences, and support and encourage all our employees to do their best work, have equal access to opportunities and a just working environment. For this reason, we particularly welcome and encourage applications from First Nations people, people with diverse cultural and linguistic backgrounds, from the LGBTQIA+ community, people with disability and people of all genders, ages and diverse experience.  

We are the City
From parks to offices, childcare centres to works depots, leisure facilities to the Wool Museum and waterfront, our team plays a vital role in shaping our vibrant and growing community. Our community counts on us to get the essentials right while looking for ways to go beyond. By listening, collaborating, and focusing on sustainability, we strive to do the basics brilliantly and create a lasting impact. If you’re ready to be part of something bigger, join us in shaping the future of Geelong.

We support accessibility and encourage discussions about any adjustments or support you may need during the recruitment process.

Applications and Enquiries

Click the Position Description link to view more information about this position.

Enquiries: Padraic Fisher | National Wool Museum Director | PFisher@geelongcity.vic.gov.au

Click the Apply button to submit your application or find out more about this opportunity. If we can assist you with any reasonable adjustments in order to submit your application for this role, please contact the Talent Acquisition team via email at careers@geelongcity.vic.gov.au noting your preferred method of communication and contact details and a member of the team will be in touch.

We collect demographic data to help us learn who our advertisements are reaching and how we can reach an even more diverse audience.  We are committed to building a more diverse team. Your responses to our demographic questions are strictly confidential and will not be individually shared.

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