Registration Project Assistant, Collections

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

Job summary

The National Gallery of Victoria (NGV) in Melbourne VIC is seeking a Registration Project Assistant, Collections to support the Registration department with collection management activities at the NGV.

You will assist the Collection Manager, Off-Site Store, with moving artworks between NGV facilities and to/from external sites, including packing, dispatch, documentation and supervision of movement.

Qualifications

• Knowledge of collection management principles and methods.
• Experience with documentation and packing/handling of artworks.
• Strong attention to detail and accuracy.
• Ability to plan tasks and track progress.
• Experience liaising with lenders, dealers, and transport providers.

Responsibilities

• Assist with the movement of artworks between NGV facilities and external sites.
• Prepare, pack/unpack, dispatch/receive, document, courier and supervise movement of artworks.
• Assist with acquisitions packing, transport, documentation and processing on arrival.
• Assist with exhibitions and outward loans: loan docs, courier travel and accommodation.
• Contribute to stocktake, location tracking and report production from the Collection Management System.

Skills

Collection management

Documentation

Attention to detail

Communication

Courier coordination

Education

Relevant tertiary qualification

Driver's licence (advantage)

Tools

Collection Management System

Job description

Registration Project Assistant, Collections

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 Project Assistant, Collections to provide support to the Registration department with collection management activities at the NGV.

ABOUT THE POSITION

You will assist the Collection Manager, Off‑Site Store, with the movement of artworks between NGV facilities and to/from external sites. Prepare, pack/unpack, dispatch/receive, document, courier and supervise movement of artworks. Other key responsibilities include:

• Assisting with processing new acquisitions to the NGV Collection including coordinating packing, transport, documentation, receipting and processing works upon arrival at the Gallery.
• Assisting with exhibition and outward loan activities such as preparation of loan documentation, arranging courier travel and accommodation when required.
• Assisting with collection management activities including the annual stocktake, location tracking, preparation and production of reports from the Collection Management System.
• Liaising with lenders, dealers, auction houses, private collectors, artists, donors, vendors, freight forwarders, insurance companies and transport companies to ensure the safe transportation of works of art, under the direction of the Collection Manager, Off‑Site Store.

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.

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***.