The Javett Art Centre at the University of Pretoria (Javett-UP) invites applications for the position of Audience Development Officer.

Purpose :

• To provide excellent reception of Javett-UP guests and support to the Front of House Coordinator by performing a variety of administrative tasks, including but not limited to filing, drafting visitor engagement documents, compiling reports, managing office phones and emails.
• Oversee an excellent Javett-UP visitor experience on both physical and digital platforms.
• To manage the Javett-UP store using organisational skills, stocktaking and keeping all documents updated.
• To support the line manager to ensure that day-to-day reception operations run smoothly and that reasonable targets are met.
• Support marketing content creation, editing, distribution and online engagement management.

Job Profile :

• This job profile is subject to change depending on operational, financial, strategic and other needs of the Javett-UP.
• The duties listed herein are not an exhaustive list, and the incumbent is expected to perform other related duties incidental to the work described in this document.
• Existing jobs will only be re-evaluated if there are significant changes of a long-term nature from the date of the last evaluation.

Requirements :

• Diploma/bachelor degree
• One to two years of experience
• Proficient and passionate about social media Enjoys communicating with people Proficient with Adobe Suite and related software

Key Performance Area 1 :

Reception Management, administration, communication, liaison and secretarial duties 60%

• Ensure a pleasant visitor experience and cultural acceptance of all Javett-UP guests.
• Managing the collecting of cash from the paying public and cashing-up.
• Professionally handle all queries via telephone, e-mail or in person.
• Ensure that all marketing materials are adequate and accessible to the public.
• Update all events on the website.
• Update customer relationship management system link to the website.
• Provide sign-in sheets to various guests for record purposes.
• Be knowledgeable about all the curatorial matters such as: Exhibitions that are on show and the duration thereof. Public Programmes calendar and events.
• Create and update a telephone and e-mail distribution list of key stakeholders:
• Maintain accurate telephone records and appropriately disseminate messages to Javett-UP staff.
• Provide a comprehensive document creation and management service including: Preparing and drafting documents, letters, and presentations aligned with the Javett-UP visitor’s engagement initiative.
• Typing, formatting, proofreading, and updating documentation, including the mailing lists.
• Maintain a document management procedure makes it easy to find and retrieve any document on the system.
• File and archive all hard copies and electronic documentation for quick and easy retrieval and reference.
• Prepare first draft reports and responses for internal/external queries.
• Perform secretarial functions for the internal Operations committee and offer support for other committees upon request from the line manager.
• Compile and maintain the Javett-UP Global Schedule.
• Schedule appointments on behalf of internal Javett-UP staff where necessary.
• Ensure adequate stationery and timely purchasing and delivery of office supplies and equipment for the front of house staff.
• Manage projects as assigned by the line manager.
• Manage the Front of House intern roster in consultation with the line manager.
• Establish good working relationships with team members and within other teams.
• Establish discipline-related networks to assist in collecting information, benchmark own performance and improve own ability to perform.
• Ensure a neat, clean and professional office/store space according to the direct line manager’s requirements.
• Manage incoming and outgoing correspondence
• Collect, structure and disseminate information as required.
• Organise and confirm tour and other bookings.

Key Performance Area 2:

Marketing, membership promotion and sales

• Ensure a pleasant visitor experience and offer membership content.
• Manage the Javett-UP member database and information compliance with the Protection of Personal Information Act.
• Provide a creative approach to marketing membership packages daily and at events.
• Ensure that all membership packages benefits are received by the Javett-UP members.
• Facilitate members-only events and disseminate all communication around renewals and events.
• Support the Marketing Manager in communication with the line manager.
• Regularly benchmark and report on the Javett-UP membership offerings.

Key Performance Area 3:

Tour guide, Creative logistics and Events administration

• Facilitate tours at the Javett-UP including impromptu requests (training will be provided).
• When required, assist the Javett-UP Front of House Coordinator to compile floor plans of exhibitions.
• Assist the Front of House Coordinator with venue bookings and coordinate with the Technical Supervisor.
• Book tour guides for events.
• At the line manager’s request and in consultation with the Curator: Education Mediation, train new tour guides.
• Assist with any ad-hoc event administration.

About The Javett Art Centre at the University of Pretoria (Javett-UP):

The Javett-UP is a partnership between the University of Pretoria and the Javett Foundation. Both share a firm belief in the value of the arts for society in general and education. With one foot firmly rooted in academia, and the other embedded in the public, Javett-UP aims to make the art of Africa accessible, relevant and engaging.
The Javett-UP aims to set new benchmarks in art curation, conservation and education. The fact that the Javett-UP is part of the University of Pretoria’s research, teaching and learning resource means that this is a place not only for enjoying art but for learning about it, too.
At the Javett-UP, learning and enjoying are two sides of the same coin. Both are valued, and both are encouraged.

Javett Art Centre at the University of Pretoria (Javett-UP)
samantha@javettup.org.za
012 420 3960
Javett-UP