JOB DESCRIPTION

Job Title:

Assistant Registrar

Division:

Design and FuturePlan

Department:

Exhibitions & Loans/Registrars Section

Pay Band:

Reporting to:

Deputy Registrar

Purpose of job
Co-ordinate the successful delivery of a caseload of V&A short loan projects to single- and multi-venue
exhibitions throughout the world, including occasional very large scale loans of multiple objects to one
exhibition. To undertake this with managerial and diplomatic expertise and the ability to negotiate with and
arbitrate between a wide range of internal and external colleagues.
Main Duties
1.

Guide and work closely with curators, conservators and technicians to initiate and co-ordinate the
arrangements required for each loan project. To record all processes clearly in order to facilitate the
provision of information to internal stakeholders. Ensure that arrangements for loans adhere to the
V&As policies and procedures and are handled efficiently, smoothly and within timescale.

2. Liaise closely with all borrowing venues on the practical arrangements for each loan, including
confirming approval of loans, clarifying object lists, collecting and interpreting facility information,
confirming security arrangements, negotiating display plans, drawing up the Loan Agreement,
provision of insurance, and making transportation, courier and installation arrangements. To
undertake these tasks with a sound awareness of the needs of different types of object, and balancing
the demands of the V&As objectives with those of borrowing venues.
3.

Work closely with a network of external contacts, such as fine art transport agents, the ACE Museums
Security Adviser and exhibition organisers and registrars. Liaise with these various contacts to ensure
loans are ready for despatch to schedule and within budget, retaining an awareness of the impact on
the V&As reputation.

4. Make transport arrangements for short-term loans to V&A collection displays. Put Government
Indemnity or insurance in place as appropriate. Liaise with lenders with regard to loan agreements and

to schedule collections. Advise curatorial and technical staff about requirements for the display and
handling of loan objects.
5.

Maintain and update loan records on the museums collection databases with a high degree of
accuracy. Produce, or assist with the production of statistical information and tables from these
databases.

6. Act as one of a team of key-holders who provides access to Transit Stores on a daily basis to relevant
internal and external personnel, sometimes working alone and out of normal working hours to ensure
efficient and timely despatch of loans and couriers. Undertake the regular audit of Transit Stores.
7.

Contribute to the continuous development and delivery of training three times a year for internal staff
acting as museum couriers. To remain fully conversant with all current issues of aviation security,
travel documentation, transport agent and museum practice to effectively prepare museum couriers
for their duties.

8. To act as a courier for V&A objects, and occasionally for those belonging to other institutions, within
the UK and overseas. To undertake the courier tasks diplomatically, efficiently, with regard for the
safety of the object and the successful delivery of the borrowers project. To act as the first point of
contact for couriers encountering difficulties on site and assist the courier to make sound judgements.
9. Carry out ad hoc duties as requested by appropriate managers within the department and provide
support to other members of the Loans Section when necessary, playing a full and active part in the
teams tasks and activities. This involves participation in team meetings, representing the team on
committees within the Museum.
10. Be committed to health and safety and ensure familiarity with all of the Museums health and safety
policies and procedures.
11. Be security conscious, ensure familiarity and co-operation with all museum security procedures and
ensure you wear a security pass at all times when on museum premises.
12. Promote equality and diversity in all aspects of your work by developing and maintaining positive
working relationships, ensuring that colleagues are treated fairly and with respect/dignity and
actively contributing to developments that support the museums strategy for widening access,
inclusion and diversity.

PERSON SPECIFICATION
Essential requirements

A degree (or equivalent) in History, History of Art or Design or other related subject.

A Registrar or Exhibitions background with experience of project management, and proven ability to
follow procedures and museum standards of collections management.

Excellent communication skills, both written and oral, proven ability to liaise with people of all
backgrounds and levels or organisational seniority; good negotiation and influencing skills.

Proven good organisational and administrative skills & the ability to meet tight deadlines. Proven
ability to pay close attention to detail and to be able to manage more than one project at a time.

Proven ability to assimilate large amounts of information in detail and to analyse and transmit this
information to stakeholders.

Excellent team working skills.

A flexible and positive approach to all aspects of the job. Ability to remain calm and deal courteously
with people whilst working under pressure, high level of initiative and common sense, ability to assess
complex situations and devise a reasoned, sound response.

Proficient in the use of computer software packages such as Microsoft Office, Filemaker Pro, collections
databases.

Knowledge of the Government Indemnity Scheme and principles of fine art insurance.

Desirable requirements

Knowledge of the V&A Collections and active interest in the V&As UK and International profile.

Experience of working with fine art transport agents.

Experience of Collections Index+

OTHER INFORMATION
Hours/Salary
Net working hours (i.e. excluding meal breaks) are 36 per week.
The salary will be within V&A pay band 6 (20,911 rising to 24,343 per annum). Future pay progression will
be in accordance with the V&A's Pay Agreement(s). Normal level transfer and promotion rules will apply for
internal candidates.
Annual Leave
28 days plus 8 days public holidays
Pension benefits
The Civil Service offers a choice of either an occupational pension or stakeholder pension, giving you the
flexibility to choose a scheme that suits you best.
The Partnership pension account is a stakeholder money purchase pension with an employer contribution
based on age. Further details are available upon request or appointment.
Other benefits
Free entrance to all the major museums in London as well as many others.
An interest free season ticket or bicycle loan is available after three months.
Subject to the societys terms and conditions, V&A staff are entitled to membership of the Benenden
Healthcare Society. Further information is available from HR or via their web-site on www.benendenhealthcare.org.uk
To apply
To apply online, please go to the V&As website at www.vam.ac.uk/jobs
If you have any queries regarding the recruitment process, you can email us hr@vam.ac.uk or telephone us
on 020 7942 2937.
Closing date for receipt of applications is 10 June 2015.
Interviews to be held on either 26th or 29th June 2015.
Interview expenses will not be paid unless there is a prior agreement.