Registration Assistant, Loans

National Gallery of Victoria; Melbourne; On-site; AUD 65,000 - 79,000; Full time

Job summary

National Gallery of Victoria – Melbourne VIC invites applications for a Registration Assistant to support the Registration department with loan activities. You will assist with outgoing short-term loans, manage loan documentation, insurance, packing/unpacking, and courier arrangements while coordinating with internal and external stakeholders.

The role requires knowledge of museum registration methods, accuracy in documentation, and the ability to prepare letters, emails, and reports.

Qualifications

• Sound knowledge of professional museum registration methods.
• Experience in an art museum environment.
• Ability to prepare letters, emails and reports clearly and accurately.
• Advantage: driver’s license and related regulatory requirements.

Responsibilities

• 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 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.
• Act as a courier for works of art as required. Prepare dossiers and brief other NGV staff selected as couriers.

Skills

Registration knowledge

Museum registration

Attention to detail

Education

Relevant tertiary qualification

Tools

Collection Management System

Job description

National Gallery of Victoria – Melbourne VIC

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 October2026.

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 ***************@ngv.vic.gov.au or by using the National Relay Service on 133 677 and asking for 03 8620 2***.