Registration Assistant, Loans

NGV International; Melbourne; On-site; AUD 65,000 - 79,000; Full time

Benefits offered by this job

12% superannuation

Job summary

The National Gallery of Victoria (NGV) is seeking a Registration Assistant to support the Registration department with loan activities at NGV. You will assist with registration aspects of artwork consignments, including loan documentation, facility assessments, insurance, packing, transportation and courier arrangements.

Applicants should have sound knowledge of professional museum registration methods and experience in an art museum environment, with strong attention to detail and an organised

Qualifications

• Sound knowledge and experience in professional museum registration methods and experience in an art museum environment.
• Ability to prepare letters, emails and reports with clear language and accuracy.
• Knowledge of Collection Management Systems is advantageous.
• A relevant tertiary qualification and a current driver’s licence would be an advantage.
• Experience with loan documentation, facility assessments, insurance, packing/crating, transportation and courier arrangements.

Responsibilities

• Assist with Registration aspects of outgoing short-term loans, including loan documentation and facility assessments.
• Coordinate insurance requirements, packing/crating, transportation and courier arrangements.
• Liaise with internal and external stakeholders to ensure shipments align with NGV policies.
• Assist with administration of loan fees and reports on loan activities; support development and maintenance of Registration policies.
• Act as courier for artworks as needed and prepare dossiers for NGV staff.

Skills

Registration knowledge

Attention to detail

Organisation

Education

Relevant tertiary qualification

Job description

VPS 2.2: $72,189 per annum + 12% superannuation
Full Time, Fixed Term for 2 years
Closing date for application: 5pm on 29 October 2026

The National Gallery of Victoria (NGV) is seeking a Registration Assistant to provide support to the Registration department with loan activities at the NGV.

ABOUT THE POSITION:

You will be responsible for assisting Registration aspects for artwork consignments, including loan documentation facility assessments, insurance, packing/unpacking, transportation, courier arrangements, installation of artworks, inventories, condition checking and coordination of annual loan renewals. Other key responsibilities include:

• Assisting with Registration aspects of outgoing short-term loans, including loan documentation, registering new requests, facility assessments, insurance requirements, packing and crating, transportation and courier arrangements.
• Liaising with internal and external stakeholders to ensure artwork shipments are managed in accordance with the NGV Registration policies and procedures.
• Assisting with the administration of loan fees and charges and support preparation of loan submissions and reports on loan activities. Assist in the development, implementation and maintenance of Registration department policies, procedures and administrative processes.
• Act as a courier for works of art as required. Prepare dossiers and brief other NGV staff selected as couriers.

To be successful, you will have sound knowledge and experience in the principles, practices and concepts of professional museum registration methods combined with appropriate experience working in an art museum environment.

You can prepare basic letters, emails and reports using clear, concise and grammatically correct language, clearly explains information and listens to feedback. You address priority tasks first, regularly planning and tracking progress on work tasks, taking an organised methodical approach to work. You observe fine details, identifying gaps in information, working with a high level of accuracy.

Sound knowledge and experience in the use of Collection Management Systems is advantageous.

Relevant tertiary qualification and possession of a current driver’s licence would be an advantage.

For more details, please refer to the attached role statement.

Applications close at 5pm on 29 October 2026.

If you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments, such as the role statement, in an accessible format (e.g., large print), please contact the People and Culture team at [e-mail] or by using the National Relay Service on 133 677 and asking for 03 8620 2222.