NATIONAL PORTRAIT GALLERY
Acquisitions Registrar
The
Acquisitions
Registrar
will
lead
and
manage
all
registrarial
procedures relating to the acquisition of new works and loans entering into
the Primary Collection. In line with recognised standards and guidelines
ensuring that a quality service is provided.
Documentation

To be responsible for managing all loans and acquisitions into the
Primary Collection of the National Portrait Gallery.
Registering/accessioning offers on the collections data base (Mimsy)
and maintaining the paperwork and files including due diligence
and compliance, collating information for good title on new
acquisitions and sharing this with Curators

To be responsible for ensuring that documentation concerning
provenance, good title and due diligence is undertaken and that the
relevant data is supplied to the Arts Council

To
develop,
implement
and
communicate
new
policies
and
procedures to improve collection management operations in the
primary, photograph and archive sections, in collaboration with the
Head of Collection Services, Chief Curator and other senior staff

To manage and be responsible for contractual arrangements for loans
into the Gallery

To raise the orders for acquisitions and commissions on soprano and
monitor the acquisitions budget with the Chief Curator

To prepare information for Curatorial and Trustees meetings,
including movement of works, providing tracking documents on
acquisitions, commissions and loans

To provide data to the Curatorial team for the Trustees papers and
post Trustees meetings including contact with the offerer and
updating the Collections database. and other information including
collection figures and acquisition for the bi-annual review
Movement of works

To manage the movement of all works in the Primary Collection,
within the buildings or entering or leaving one of the Gallery sites
in compliance with Arts Council Guidelines

To oversee import/ export arrangements, customs procedures, security
clearance,
government
indemnity
and
commercial
insurance
of
(transport,
ensuring all requirements are met

Initiate
and
manage
the
procurement
services
contractors etc.), ensuring compliance with NPG’s Procurement Policy
Liaison

To be first point of contact for registrarial enquiries, concerning new
acquisitions, loans into the Gallery, liaising as appropriate with
other colleagues

To contact offerers and providing responses about acquisitions, in
liaison with the Curators

To organise with external parties the collection and delivery of
works to and from the Gallery as appropriate

To manage visits to the store at Southwark and Special Collections
Store

To build good relations with colleagues in the Registrarial field at
other organizations
Management of Staff

To manage the Assistant Collections Registrar and provide
registrarial advice to other sections as appropriate

To advise and support the Assistant Collections Registrar on best
practice regarding collections management services
This is not, however, an exhaustive list of duties and the Gallery’s management
may, at any time, allocate other tasks which are of a similar nature or level.
To note: a review of Collections Management policies and procedures will be
undertaken in 2014 and some amendments to this job description may arise.
NATIONAL PORTRAIT GALLERY
Acquisitions Registrar
Person Specification
Qualifications and Experience

A Degree in History, History of Art or a related area

A minimum of five years experience of working in collection
management within a museum or gallery

A thorough understanding of collection management guidelines,
legislation and codes of ethics

An
understanding
of
government
indemnity
and
commercial
insurance processes.

Knowledge of national museum standards for provenance and due
diligence checking, for transportation, packing and handling, and
for environmental control.

Extensive experience of using a collections database system

Experience of effectively line managing and training staff

Experience of managing budgets

Experience of dealing with a range of public enquiries
Skills and Attributes

Good written and oral communication skills, including proven
ability to write procedure documents.

Able to work as a member of a small team with good communication
and people skills.

Clear thinking, flexible and solutions-focused, able to manage
competing demands and make effective decisions

Excellent attention to detail

High degree of
competence in
Windows based PC systems.
word processing, databases and
National Portrait Gallery
Exhibitions and Collections
Director of Exhibitions
and Collections
Management
Head of Collection
Services
Head of National
Programmes
Executive Assistant for the Chief
Curator and Director of Exhibitions
and Collections
Head of Design
Head of Exhibitions
Senior
Conservation
Manager
Sculpture
Conservator
Painting
Conservator
Frame
Conservation
Manager
Art Handling
Manager
Acquisitions
Registrar
Exhibitions
Manager
Loans Registrar
Designer
Frame
Conservator
Assistant
Conservator
Paintings
Assistant
Frame
Conservator
Assistant
Collections
Registrar
Art Handlers
x5
Researcher/
Co-ordinator
understanding
British Portraits
Communications
Designer
Exhibitions
Manager
Competitions
Exhibitions
Manager
Designer
Design Studio
Apprentice
National
Programmes
Assistant
Loans Assistant
Exhibitions
Assistant
Exhibitions
Assistant
NATIONAL PORTRAIT GALLERY
Acquisitions Registrar
Details of the post are given below and in the attached job description.
You should take care to show in your application how you can fulfil the
requirements of the job.
Hours
Your contracted hours of work will be 40 (5 days) per week, including a
lunch break of one hour per full day worked.
Salary
The salary for this post will be £30,735 per annum.
Annual Leave
The annual leave allowance for this post is 25 days per annum for the
first year, rising to 29 days at the start of the annual leave year following
completion of five years’ service and up to 33 days after 10 years service.
Place of Work
Most of the work is based in the Gallery at St Martin’s Place, but all staff
are required to work at other locations if necessary.
Equality
The Gallery believes in the employment and advancement of people solely
on their ability to do the job required.
therefore
disregard
their
gender,
When recruiting people, we will
marital
status,
race,
age,
colour,
nationality, ethnic origin, religion and sexual orientation. There will be
no unfair discrimination on the basis of disability.
If you would like to
submit your application in a different format we are happy to allow this.
Please contact us (telephone: 020 7306 0055 email: personnel@npg.org.uk)
so that we may discuss suitable alternatives.
Pension
Pension benefits are provided under the Principal Civil Service Pension
Scheme (PCSPS).
Probation and Trial Period
All appointments are subject to satisfactory employment and character
references, security clearance and eligibility to work in the UK. There is a
probationary period of 1 year for all permanent posts.
For fixed term
appointments the probationary period may be less than 1 year. The
probationary period for this post is 12 months.
Data Protection Act
Information provided by you as part of your application will be used in
the recruitment process.
Any data about you will be held securely with
access restricted to those involved in dealing with your application in the
recruitment process.
Once this process is completed the data relating to
unsuccessful applicants will be stored for a maximum of 6 months and
then destroyed. If you are the successful candidate, your application form
will be retained and form the basis of your personnel record. Information
provided by you on the Equal Opportunities Monitoring Form will be used
to monitor National Portrait Gallery’s equal opportunities policy and
practices. By signing and submitting your completed application form you
are giving your consent to your data being stored and processed (if you
submit your application by e-mail and the application form is un-signed
we will assume that consent by you is given) for the purpose of the
recruitment process, equal opportunities monitoring and your personnel
record if you are the successful candidate.
Season Tickets
Interest free loans are available for the purchase of a season ticket for
travel to work.
Please return your completed application form to:
Personnel at: personnel@npg.org.uk
Or by post
Caroline Wynter
Head of Personnel
National Portrait Gallery
2 St Martin’s Place
London
WC2H 0HE
by 9.00am on Tuesday 15 October, 2013.
We are expecting to hold interviews on Friday 25 October, 2013. Please
indicate on the form if you will not be available on this date.
If you are delivering your application by hand, please take it to the
reception desk at 39-45 Orange Street.
To ensure the best possible use of our limited resources we are unable to
respond to every application.
If you have not had a response to your
application by 31 October 2013, please assume that you have been
unsuccessful on this occasion.
We would like to thank you for your time and effort in returning your
application form.