The position
As the Bookings and Schools Experience Coordinator, you will work collaboratively as part of the Access and Learning team. You will work with the team to deliver high quality customer service for our stakeholders, visitors, staff and supporters. The Bookings and Schools Experience Coordinator is responsible for managing, maintaining and optimising critical business systems including the Book Canberra Excursions Portal (BCE), Artifax venue management software system and the Gallery’s Customer Relationship Management database – Tessitura. This position also provides administrative support for the Access and Learning section and drives best practice and sustainability by collaborating across the Gallery and with external partners to promote group visitation and educational programs. This position reports to the Manager, Commercial, Events & Tourism.
This position requires a significant on-site presence due to the operational requirements of the role. Occasional after-hours work will be required.
Specific Tasks
- Promote services and programs offered by Gallery to a diverse range of clients including travel, coach and bus companies, teacher groups and other stakeholders.
- Is the Gallery Administrator for Tessitura CRM databaset, the Book Canberra Excursion Portal and Artifax venue management system.
- Contributes to the development of the group visitation and educational excursion programs and bring new products and experiences to the market.
- Contribute to the development of strategies focused on retaining clients and increasing, attracting and engaging new audiences.
- Providing support in administrative and business support activities for the section, identify risks and determine appropriate course of action to meet stakeholder needs.
- Generate statistical reports for – Boards reports, Fairfax reports, Monthly school reports, ticketing and other reports as required.
- Represent the Gallery in the broader BCE, educational tourism and Tessitura community and maintain relationships across these networks.
- Provide high-level support to the Manager, Commercial, Events and Tourism in delivering and refining the strategic direction of the National Portrait Gallery’s commercial, tourism, and event management functions to enhance visitor experience and revenue outcomes.
Selection Criteria
- Demonstrated experience in administrative support, CRM and booking systems, and broader business operations, with a proven ability to identify and implement opportunities for process improvement.
- Demonstrates strong organisational and project management skills with the ability to prioritise and respond positively to change.
- Communicates clearly through highly developed listening, written and verbal communication skills.
- Builds and sustains positive relationships with team members, stakeholders and clients, is audience focused with a proven track record in great customer service.
- Takes responsibility for managing work projects to achieve results and makes a positive impact on workplace culture.
- Knowledge and understanding of the principles and practices of Workplace Diversity and Equity, Workplace Relations and Work Health and Safety and the ability to apply them to work practices.
Applicant information
In no more than one A4 page, please tell us how your skills, knowledge, experience and qualifications make you the best person for this job.
Email your application, a current CV and the application coversheet to hrservices@npg.gov.au by the deadline listed below.
If you need more information, please get in touch with Paul McKay, Manager, Commercial Events & Tourism on 02 6102 7059 or by email at paul.mckay@npg.gov.au
Applications close midnight Thursday 16 October 2025.
