Collection Registrar (2 Years Fixed-Term Contract)
We are looking for a committed and enthusiastic Collection Registrar from a registrar or collection management background, to lead primarily on a nascent Loans Out programme at the Wallace Collection. The job holder will also undertake collection management duties when applicable. The Collection Registrar will be responsible for leading, establishing, implementing and maintaining the highest standards of best practice for loans out, making sure condition reports, packing, travel arrangements, insurance and documentation are properly managed.
You will work as part of the Wallace Collection’s Collection Care team and special project teams to ensure the timely delivery of the loan out programme and collections care management.
You will need to have a flexible, pragmatic approach to work, be a keen problem solver, be proactive and confident working with colleagues across all levels of the institution. You will have excellent planning and organisational skills with the ability to work to tight deadlines, build and manage specialist teams, along with freelancers, resources, and prioritise correctly and in line with the wider goals of the Wallace Collection.
Responsibilities
Loan Registration:
-Coordinate all Registrar duties for national and international loans out from the Collection.
-Coordinate the safe packing and transport for loans out from the collection in line with the Wallace Collection’s Loans Out Policy.
-Ensure loans out from the Collection have sufficient insurance or Indemnity cover in line with our Loans Out Policy and Loan Agreement.
-Scrutinize and evaluate all borrowers’ arrangements to ensure they meet the highest standards for national and international lending and our Conditions of Loan.
-Assess borrowers’ security arrangements including facility reports, environmental and display conditions and showcases.
-Responsible for the Registration of Long Loans In.
-Take responsibility for any Loan Agreement or Loans Out Policy and Procedure updates when necessary.
-Liaise as point person for loans out with the relevant teams at the DCMS, Arts Council England including the National Security Advisor and the Government Indemnity Scheme, where appropriate.
-Lead on all necessary administration to complete the internal approval process for loans out (the Loan Recommendation and Approval process).
-Co-chair the Loans Committee meeting and necessary meeting administration including writing and circulating the agenda and visual material, writing and circulating minutes, collating and writing papers for the Board of Trustees.
-Working closely with the Directors’ Office and the Curatorial Department to lead the administration process for acknowledging new requests and initiating and accurately tracking the Loan Recommendation and Approval Process.
-Complete successful loan negotiation with borrowers on all conditions of loan including estimating and notifying borrowers of costs they will incur including loan fees and conservation and art handling costs.
-Work to meet best practice in line with our Due Diligence Policy and Immunity from Seizure where appropriate.
-Work to Known Consignor regulations.
-Arrange object packing and transport with fine art transport agents.
-Work to The Spectrum Standard for documentation for loans out from the Collection.
-Assign colleagues as couriers and courier training and guidance to colleagues and act as a courier on occasion when appropriate.
-Coordinate all packing, transport, insurance/Indemnity and safe storage arrangements for works travelling off-site for conservation, research or analysis.
-Schedule and consult with colleagues in Collection Care and Curatorial on the de-cant and reinstallation of loans out.
-Liaise with our Photographer and Digital Assets Manager on new photography requirement and/or image licensing for loans out.
-Communicate Loans Out activity to relevant colleagues across the Museum such as Learning, Development, Communications, Events, Security and Gallery Team.
-Liaise with the Exhibition Department on any Wallace Collection works due for display in the Exhibition Galleries as part of the temporary exhibitions and displays programme.
Collection Care
-Work with in-house and freelance Conservators to obtain condition reports, fitness to travel reports and treatment proposals.
-Working closely with the Curatorial Department, oversee any conservation treatment required to works in readiness for loan.
-Manage the safe and secure storage arrangements for the Collection, both on and off-site.
-Be responsible for implementing the documentation procedure for all internal and external object moves using the Collection’s CMS (Museum+) working closely with the Curatorial Department and Collection Care colleagues. Take overall responsibility for the Collection’s CMS (Museum+) functionality.
-Contribute to discussions and decisions on when to use internal or external art handling resources for object moves and coordinate when allocated.
-When identified as a priority, audit any documentation and cataloging backlogs.
-On occasion may be required to support colleagues to oversee the safety of the Collection during events.
-Proactively stay informed with current policy and emerging guidance across the sector via continued professional development and networks including the UKRG, the Collection Trust, The Museums Association, Head Registrars Group and the IAL).
-Any other duties that may be reasonably required that are commensurate with the role.
For a full job brief and how to apply visit https://www.wallacecollection.org/about-us/join-team/.
Appointment to the role is subject to a satisfactory Basic Disclosure and 3 year pre-employment check. The Wallace Collection is an equal opportunities employer and welcomes applications from all sections of the community.
