Assistant Collections Registrar

3 months ago

London, United Kingdom National Portrait Gallery Full time

Assistant Collections Registrar - Displays and Stores

**Salary**: £15,974.40

**Part time**:3 days per week, Hybrid

**Fixed Term Contract**:22 months

**Working pattern**:Rota pattern** **Monday to Sunday
- (Flexibility with working hours is essential as the potholder will be required to work_
- some weekends and evenings)._

**Role Purpose**

The Assistant Collections Registrar (Displays and Stores) provides administrative and practical support to the Collections Registrar in the care and management of works from the Collection and on loan to the Gallery for display and storage.

The Assistant Collections Registrar (Displays and Stores) will play a key role in the management of the Gallery’s changing displays, supporting the Collections Registrar and wider team with planning, logistics and on-site management of regular object rotations. The post holder will manage their own changing displays, liaising and working with other key stakeholders and teams as required.

The post holder will also assist with the management of the Gallery’s external stores and on-site negative stores.

This will all be done in accordance with the Gallery’s collections care and collections management policies, and other recognised national standards and legislation as appropriate, ensuring a quality service is delivered.

**Key Accountabilities**
- Supporting the Collections Registrar with management of the National Portrait Gallery’s changing displays programme, including smaller displays and some whole-room changeovers. This will involve collaboration with colleagues and external stakeholders including lenders, artists, transport agents and mountmakers. It will also involve assisting the Collections Registrar with overall project scheduling/planning, retrievals and rotations work, including but not limited to transport logistics, object list management, cataloguing and documentation, lighting, mounting and framing. The post-holder will work with objects in all media, including time-based media works.
- On-site registration duties as part of displays management including: regularly acting as courier for object collections and deliveries from NPG and external storage facilities; hosting couriers from other institutions; supervising contractors; issuing object dispatch lists, weekly transport schedules, installation/de-installation schedules and movement forms; overseeing the preparation and rehang of works in accordance with the programme; delivering site briefings to colleagues; installing objects in showcases; and filing and documentation including database location updates.
- Supporting the Collections Registrar with the processing and administration of new loans-in for display. This will include liaison with internal and external stakeholders on display, security and environmental requirements, artist and loan agreements, valuations, cataloguing and documentation, indemnity/insurance arrangements, rights clearances, scheduling, organising condition reports and treatments with Conservation colleagues, packing, transport, delivery, and installation/de-installation.
- Assisting with the management of NPG’s collections storage sites, including the negative stores. Responsibilities will include; retrieving and re-housing works within the Special Collections Store and external storage sites for NPG’s changing displays programme in consultation with Curatorial and Conservation colleagues; managing store cleans in consultation with Conservation colleagues; working with NPG’s Security Team to conduct location audits of objects at on-site and off-site collection stores as well as on display, ensuring that effective location and movement control is in place and any issues are reported and rectified swiftly.
- Assisting the Collections Registrar with the development of the Collections Volunteer programme and occasionally supervising volunteers across tasks, e.g. object retrievals and display installations/de-installations.
- Assisting the Collections Registrar with the upkeep and delivery of the Gallery’s Collections Management procedures including but not limited to: object entry and exit, location and movement control, cataloguing, loans in, documentation, provenance, due diligence, insurance and indemnity and audit. This will be carried out in accordance with recognised national and international standards and legislation as appropriate.
- In collaboration with other colleagues, ensuring that objects in transit, storage and display are safe and that the Gallery’s collections care standards, and recognised good practice is applied to all works when arriving at and leaving the Gallery premises.
- Assisting in maintaining the collections database (Mimsy XG), ensuring that information relating to the management of Collection and loan objects is at all times accurate and consistent. Organising movement forms and inputting location changes relating to the movement of objects for display and storage.
- Assisting with gener

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