Assistant Collections Registrar

**Assistant Collections Registrar - Acquisitions and Loans**

**Salary**: £26,625 per annum

**Full-time/Permanent**: 40 hours per week

**Hybrid**

**Purpose of the Job**

The Assistant Collections Registrar provides administrative and practical support to the Collections Registrar in the care and management of works from the Gallery’s Collection and on loan to the Gallery. The post holder will be responsible for carrying out day-to-day registration procedures relating to the acquisition of new works and loans entering into the Primary Collection for display and storage. They will also co-ordinate Primary Collection move logistics to and from stores or within buildings, and retrievals of objects from storage for staff and public viewings.

The post-holder will also support the Collections Registrar with the co-ordination of the Gallery’s on-site displays programme (including whole-room changeovers), and lead on the management of the shuttle service transporting Collection objects between NPG and external storage facilities.

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**
- Assisting the Collections Registrar with the processing of new acquisitions and commissions for the Primary Collection from offer stage to completion. This will include documenting and responding to new offers, liaising with curators, conservators, donors, vendors and artists, preparing paperwork for Curatorial Acquisitions Group and Trustees meetings, arranging deliveries, preparing works for viewings at quarterly Trustees meetings, processing declined offers, accessioning approved offers, clearing image rights, and liaising with the Conservation, Digital and Art Handling teams to arrange digitisation, conservation work, movement and storage of completed acquisitions.
- Supporting the Collections Registrar with the upkeep of long-term loans-in to the Gallery, including but not limited to regular correspondence with lenders, loan renewals (including Loan Agreements), maintenance of UK Government Indemnity Scheme cover.
- Supporting the Collections Registrar with a small caseload of new loans-in (short-term and long-term). 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.
- Liaising with the Conservation Team on completing condition reports and any necessary treatment for acquisitions and loans-in.
- Assisting with documentation, maintenance arrangements and liaison with artists’ studios/gallery agents regarding mixed and new media works within the Collection.
- Preparing and maintaining documentation on due diligence, legal title, provenance and compliance in accordance with the Gallery’s collections care and collections management policies, and other recognised national standards and legislation as appropriate.
- Overseeing deliveries and receipt of artworks at either NPG or external storage facilities and acting as courier when necessary.
- Lead on the coordination and scheduling of Collection and loan-in works to be shuttled between the NPG and external storage facilities.
- Managing requests for the public to view works not on display, collating works for these visits and leading these visits as appropriate.
- As and when required, supporting the Collections Registrar with management of the National Portrait Gallery’s changing displays programme, specifically 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.
- Assisting the Collections Registrar with the development of the Collections Volunteer programme and occasionally supervising volunteers across tasks, e.g. collating object history files and object retrievals.
- Supporting the Collections Registrar and Head of Collections Services with re-Accreditation as required.
- Assisting in the keeping of acquisition and loan statistics and in the preparation of statistics-based reports.
- 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, documentati