Collections & Archives Assistant (Corio Campus)

Geelong Grammar School Employees, Location, Alumni; Geelong; On-site; AUD 36,000 - 48,000; Part time

Job summary

Geelong Grammar School is seeking a detail‑oriented Collections & Archives Assistant to support the Corio Campus archives and heritage material. You will accession, describe, digitise and preserve items, and provide reference support for school activities.

Work closely with the School Archivist to manage the Pixevety image library, ensure accurate metadata, and help with exhibitions, displays and storytelling across the campus community. Part‑time 0.6 FTE, based in Geelong, VIC.

Qualifications

• Demonstrated experience with accessioning and cataloguing using archival standards or metadata practices.
• High attention to detail and data integrity.
• Experience with large digital image or asset collections and DAM systems.
• Ability to establish efficient workflows for asset intake, approval and publishing.
• Experience providing reference or research support using archival materials.
• Strong interpersonal and communication skills to work across teams.
• Ability to manage time and meet deadlines; work independently when required.
• Current Victorian Working with Children Check and National Police Check.

Responsibilities

• Assisting with accessioning and documenting new physical and digital material.
• Supporting digitisation and digital preservation activities including naming and backup routines.
• Managing the School's Pixevety image library with consistent metadata and naming conventions.
• Establishing image submission, approval and access workflows.
• Responding to reference and research requests for publications, events and communications.
• Assisting with exhibitions, online galleries and heritage storytelling initiatives.
• Carrying out collection housekeeping and organisational tasks.
• Ensuring compliance with child safety, privacy and copyright requirements.
• Building relationships with internal stakeholders and external photographers or conservators.

Skills

Attention to detail

Data integrity

Interpersonal communication

Time management

Independent work

Collaboration

Education

Tertiary qualification in Information Management / Archives

Tools

Pixevety DAM

Image management system

Job description

Collections & Archives Assistant (Corio Campus) Geelong Grammar School•Geelong, VIC, AU

Job Description

Collections & Archives Assistant (Corio Campus)

Geelong Grammar School is one of the world's leading co‑educational boarding and day schools. Offering exceptional educational opportunities across three campuses, from Early Learning to Year 12, Geelong Grammar School is committed to making a positive difference for students, staff, and the community. We believe in prioritising wellbeing, creativity, and academic rigour, and we value wisdom. Our character is compassionate, curious, and courageous, and we achieve our goals through working ethically, collaboratively, inclusively, progressively and with substantiation.

We seek to appoint a detail‑oriented and organised Collections Officer to join the Community Engagement team, based at our Corio campus, on a part‑time basis (0.6 FTE).

About the role

An exciting opportunity exists for a collections or information management professional to support the care, organisation and accessibility of the School's archives and heritage collections. Working closely with the School Archivist, the Collections & Archives Officer plays a key role in accessioning, describing, digitising and preserving collection material, while also providing reference and research support for a wide range of School activities.

A core focus of the role is the management of the School's digital image library (Pixevety), ensuring images are accurately described, securely stored, searchable, and compliant with School policies. The role contributes to exhibitions, displays and heritage storytelling initiatives, and works collaboratively with colleagues across Community Engagement and the broader School community.

Key responsibilities of this role include:

• Assisting with the accessioning and documentation of new physical and digital collection material
• Supporting digitisation and digital preservation activities, including scanning, file naming, and backup routines
• Managing and maintaining the School's digital image library (Pixevety), applying consistent metadata, keywords and naming conventions
• Establishing and maintaining effective image submission, approval and access workflows
• Responding to internal and external reference and research requests, including sourcing images and archival material for publications, events and communications
• Assisting with exhibitions, displays, online galleries and heritage storytelling initiatives
• Undertaking collection housekeeping and organisational tasks as directed
• Ensuring compliance with child safety, privacy and copyright requirements
• Building and maintaining positive relationships with internal stakeholders and external suppliers, including photographers and conservators

About you

To be successful in this role, you will have:

• Demonstrated experience or strong capability in collection accessioning and cataloguing, using professional archival standards or consistent metadata practices
• High attention to detail and a strong commitment to data integrity
• Experience organising and maintaining large digital image or asset collections using an image management system or DAM
• The ability to establish and maintain efficient workflows for asset intake, approval and publishing
• Experience providing reference or research support using archival or collection material
• Strong interpersonal and communication skills, with the ability to work collaboratively across teams
• Effective time management skills and the ability to prioritise work and meet deadlines
• The ability to take direction while also working independently
• A Current Victorian Working with Children Check (Employment) and National Police Check

A tertiary qualification in Information Management, Archives, Library Studies, Museum Studies, Cultural Heritage or a related discipline, and experience working in a school, university, museum, gallery or library environment, will be highly regarded.

Geelong Grammar School is committed to the safety of all students and has a zero tolerance of student abuse.

The School's Student Safeguarding Framework, which includes the Student Safeguarding Strategy, Student Safeguarding Policy and Student Safeguarding Code of Conduct, is available on the GGS website under 'Student Safeguarding'. The School's expectation is that all staff members (and School Community members) comply with the Student Safeguarding Framework policies and procedures and the Child Safe Standards, as applicable to their role. Any queries regarding this Framework or the School's expectations should be directed to [e-mail].

Please be aware that applications will be reviewed as they are submitted, and interviews may occur prior to the closing date.

Applications close at 12.00 pm on Monday 7 September 2026.