Job Description

COMPANY DESCRIPTION
National Gallery Singapore is a leading visual arts institution which oversees the world\xe2\x80\x99s largest public collection of Singapore and Southeast Asian modern art. Situated at the birthplace of modern Singapore, in the heart of the Civic District, the Gallery is housed in two national monuments - City Hall and former Supreme Court - that have been beautifully restored and transformed into this exciting 64,000 square metre venue. Reflecting Singapore\xe2\x80\x99s unique heritage and geographical location, the Gallery aims to be a progressive museum that creates dialogues between the art of Singapore, Southeast Asia and the world to foster and inspire a creative and inclusive society. This is reflected in our collaborative research, education, long-term and special exhibitions, and innovative programming. The Gallery also works with international museums such as Centre Pompidou, Mus\xc3\xa9e d\'Orsay, Tate Britain, National Museum of Modern Art, Tokyo (MOMAT) and National Museum of Modern and Contemporary Art, Korea (MMCA), to jointly present Southeast Asian art in the global context, positioning Singapore as a key node in the global visual arts scene. In 2020, the Gallery was the only museum in Southeast Asia that received a ranking in The Art Newspaper\xe2\x80\x99s annual global survey of attendance at art museums, taking 20th place. It was the first museum in Asia to receive the Children in Museums Award by the European Museum Academy and Hands On! International Association of Children in Museums in 2018. The Gallery also won the awards for \xe2\x80\x9cBest Theme Attraction\xe2\x80\x9d at TTG Travel Awards 2017, \xe2\x80\x9cBest Attraction Experience\xe2\x80\x9d, \xe2\x80\x9cBreakthrough Contribution to Tourism\xe2\x80\x9d and \xe2\x80\x9cBest Customer Service (Attractions)\xe2\x80\x9d at the prestigious Singapore Tourism Awards in 2016 for its role in adding to the vibrancy of Singapore\xe2\x80\x99s tourism landscape. We offer job opportunities in our dynamic organisation. Working at the Gallery enhances and cultivates your love for the arts, and offers you a chance to be part of the Gallery\'s vision. OUR PEOPLE At National Gallery Singapore, we develop cultural leaders who make the world better. Our people are united by a shared belief in the power and necessity of art, and work together to create meaningful experiences for our visitors.
DESIGNATION : Executive/Senior Executive (Community & Access) - 9 months contract

RESPONSIBILITIES
This role will be responsible for supporting and executing the core operational and administrative functions which includes the end-to-end service, deployment and fulfilment of volunteer-led Tour requests supported by the Community & Access team for all our Community Visits. The candidate is expected to contribute actively within the team to manage the planning and coordinating of administrative procedures and systems to devise ways to streamline processes, particularly in tour operations for the various types of community visits and engagement at the Gallery. The candidate will also be required to engage with internal and external stakeholders to ensure all requirement of the community visits are communicated clearly and to provide assistance to respond to queries accordingly.
RESPONSIBILITIES Operation

• Key liaison for community visits conducted on-site, online and livestreamed.
  • Work closely with internal departments and volunteers to fulfil the community tour request.
  • Ensure that relevant systems and database are up to date with deployment information.
  • Communicate with relevant stakeholders in a timely manner on changes to the visit arrangements. This includes 3rd party vendors that support the requirements of the community visits such as transportation, etc.
• Provide updates to internal departments (subject to change):
  • Community and BFG team to ensure the volunteer deployment and visit is updated
  • Community & Access for bi-weekly and KPI reporting
• Respond and update enquiries from email inboxes and Duty Phone(s) that are related to Community tour assignment scheduling.
• Work proactively with staff to provide accurate information and assistance to volunteers and community stakeholders.
  • Via face to face, email, hardcopy notices and/or telegram
• Manage various systems to better support tour assignments accordingly. This include Gallery\xe2\x80\x99s Event Management system (GEMS), Volunteer management system and relevant systems that supports tour operations and database management. Maintain the databases regularly to ensure they are accurately updated across the various systems.
• Maintain equipment and oversee all logistics required for community programmes
  • Ensuring equipment is functional and charged
  • Keep track and request re-stock/ purchase of programme supplies
  • Prepare and support set up logistics for programmes
• Maintain clear procedures and terms of engagement between Gallery staff and volunteers to increase operational efficiency in arranging the community tour requirements which includes managing call outs to deploy volunteers for the tours, updating the various systems, databases, trackers and SOPs.
• Work closely with team members to review and improve current systems for information dissemination, scheduling of duties and maintaining volunteers\xe2\x80\x99 database.
• Exercise discretion and systematically handle matters, proactively follow up on outstanding task and ensures completion of assigned tasks in a timely and orderly manner.

Administration

• Support the procurement required to execute the community visits accordingly.
• Support the maintenance equipment and oversee all logistics required for community programmes
  • Ensuring equipment is functional and charged
  • Keep track and request re-stock/ purchase of programme supplies
  • Prepare and support set up logistics for programmes
• Prepare timely and accurate reports on community tours for internal updates when required.

QUALIFICATIONS

• 2 years of relevant work experience in operations, customer service, administration and systems management. Experience in volunteer management and/or managing community groups is a plus.
• Passionate about engaging with volunteers and community stakeholders
• Must have excellent interpersonal, communication and presentation skills to a broad audience base, and ability to engage professionally with volunteers
• Good group facilitation, interaction and problem-solving skills
• Ability to work well with a diverse group of staff, volunteers and community partners
• Ability to effectively administer or manage a wide array of tasks, projects, and responsibilities
• Must possess cultural sensitivity and understanding for diverse communities \xe2\x80\x93 demonstrated capability and maturity in dealing with people and/or handing difficult situations.
• Good command of English (both spoken and written)
• Good working knowledge of Microsoft Office Suite is essential
• Keen interest in the arts, heritage and museum field with a passion to engage with a wider community to visit the Gallery
• Proactive, people oriented, team player, cheerful, positive and committed
• Must be able to work weekends and some evenings

OTHER INFORMATION
This is a 9-month contract position.