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Assistant Loans Registrar

4 months ago

London, United Kingdom National Portrait Gallery Full time

**Salary**: £26,625 pro rata

Part Time: 4 days per week

Fixed Term Contract: 22 months

Hybrid

Reporting to the Loans Registrar, the Assistant Loans Registrar provides administrative and practical support to the Loans Registrar in the care and administration of loans from the Gallery’s Collection.

Key Accountabilities
- Assisting in maintaining the collections database (Mimsy XG), ensuring that information relating to the management of loans is at all times accurate and consistent.
- Inputting location changes relating to the movement of loaned items on the collection database.
- Assisting in ensuring that electronic and paper-based records etc. are kept in good order and managed according to established procedures.
- Leading on preparing the Loan Agenda for the monthly Loans Group meeting by processing new requests.
- Co-ordinating their own loans out to venues ranging from NPG Partnerships, short term and long term loans with the support from the Loans Registrar.
- Liaising with borrowing venues, shippers, insurance brokers as well as a range of internal and external stakeholders on display, security and environmental requirements, loan contracts, valuations, indemnity/insurance arrangements, scheduling, organising condition reports and treatments with Conservation colleagues, packing, transport, delivery, couriers and installation.
- Scrutinising insurance documentation, loan contracts and facilities reports with the support of the Loans Registrar.
- Liaising with Conservation, Art Handling, the Archive and Photography Departments to schedule the condition checking, preparation and packing of loans and the equivalent stages on the return of items from loan with the support of the Loans Registrar.
- Organising movement forms in discussion with the Art Handling Manager, Collections Registrar, Conservation and the relevant Curator.
- Leading on the monthly inter-site shuttle with support from the Assistant Collections Registrar and Art Handling Manager in organising regular shuttle vehicles between the Gallery and the store and ensuring that works for loan and replacement works are brought back to the Gallery at times scheduled.
- Leading on the organisation of the 2-weekly Loan Preparation Meeting, including: ensuring standing invitations (Microsoft Teams/on-site meeting rooms) are booked/in the diaries of attendees, preparing of reports for attendees and actioning points arising from meetings.
- Requesting current valuations from Curators following formal loan agreement and recording these on the MIMSY XG database.
- Liaising with Arts Council England for security clearance for venues.
- Providing labels for backboards and packing, receipts documentation etc.
- Assisting the Loans Registrar in supervising the packing and movement of loans.
- Undertaking courier duties as and when necessary, traveling to any location, nationally and internationally to supervise the installation, de-installation, condition reporting, packing and unpacking and transport of items.
- Making appropriate accommodation and travel arrangements, etc., and providing courier information packs and other necessary documentation, for members of Gallery staff travelling on loans-related Gallery business.
- In consultation with the Loans Registrar, preparing invoice requisition documents for the Finance Department.
- Assisting in the keeping of loans statistics and in the preparation of statistics-based reports.
- Liaising with suppliers of goods and services.
- Undertaking any other tasks as are necessary, **i**ncluding filing, minute taking and general office administration.
- When required, assisting the wider Collections Management team with the planning and delivery of the _Inspiring People_ Project (reinstallation of the Collection).
- Promoting sustainable working practices and reducing the environmental impact of the Gallery’s operations in line with its Sustainability Statement.
- The post holder will be expected to work out-of-hours on an occasional basis; the nature of couriering may also mean that occasional evening and weekend working is required. This will be agreed with the Loans Registrar. TOIL and over time will be agreed with the Loans Registrar on a case-by-case basis.

To read the full job description, please follow the link: Assistant Loans Registrar Job Description

**First round interviews** will take place the week commenciing the** 28th of August 2023 **via Microsoft Teams.**

**We offer all our employees a competitive benefits package including**:

- Membership of the Principal Civil Service Pension Scheme (PCSPS)
- Generous annual leave allowance
- Interest free season ticket and bicycle loans
- Rental deposit scheme
- Membership of the Civil Service Sports & Leisure club
- Access to independent, low cost healthcare schemes
- Employee assistance programme
- Free entry to many UK museums, galleries and exhibitions
- Staff discounts on purchases in online shop
- Professional & personal development opportu