Acquisitions Programme Coordinator

National Museums; Greater London; Hybrid; GBP 34,000 - 48,000; Full time

Job summary

Tate is seeking an Acquisitions Coordinator to support the acquisitions programme from proposal to accessioning. Based mainly at Tate Britain's Millbank offices, with time at Tate Modern and Tate Stores, you will coordinate documentation, communications, and records across Curatorial, Registration, Conservation, Development and Finance.

You will work with the Acquisitions Programme Manager and Director of Collection to ensure smooth processes, robust data, and inclusive policies.

Qualifications

• Strong administrative and organisational capabilities with multi-project coordination.
• Excellent written and verbal communication, with stakeholder engagement across teams.
• Strong numerical skills with budgeting awareness and financial data handling.
• Ability to work to deadlines under pressure with high accuracy.
• Proactive, collaborative approach and ability to work independently.
• Comfort with digital tools and databases used in collections management.

Responsibilities

• Act as first point of contact for acquisition updates and cross-team communication.
• Coordinate agendas and papers for Collection Group and Collection Committee; record decisions.
• Prepare and compile supporting documentation for acquisition cases (curatorial texts, transport details, finances).
• Produce and distribute formal acquisition correspondence in a timely manner.
• Maintain accurate acquisition records, filing systems, and collection database entries.
• Support in data collection for policy and advocacy documents, focusing on diversity and inclusion.
• Assist in developing and delivering training on acquisitions processes for staff.
• Notify Registrars when works are ready for collection and coordinate with Conservators.
• Oversee internal image updates to the website with Collection Assistants for accuracy.
• Process invoices, manage commitment spreadsheets, and reconcile ledgers with Finance.

Skills

Administrative skills

Organisational skills

Numerical skills

Interpersonal skills

Communication skills

Team collaboration

Independent work

Problem solving

Tools

Microsoft Office

Databases

Collections management systems

Job description

About the role

Working closely with the Acquisitions Programme Manager and the Director of Collection, you will help deliver Tate's acquisitions programme, supporting the acquisition of new works and their successful integration into the collection. The role combines careful project coordination with strong organisational and relationship-building skills, requiring regular collaboration with colleagues across Curatorial, Registration, Conservation, Development, Finance, Legal and Copyright.

About your team

Based primarily at Tate Britain's Millbank offices, with regular time spent at Tate Modern and Tate Stores, the team works across the organisation to manage acquisitions from initial proposal through to accessioning. It is a dynamic and supportive environment where colleagues work together to ensure new acquisitions are thoroughly documented, appropriately cared for and made accessible for future generations.

What you will gain

You will play a central role in supporting acquisitions through every stage of the process, gaining a comprehensive understanding of how works enter and are managed within Tate's collection. This is an excellent opportunity to develop specialist knowledge of acquisition and collections management practices while contributing directly to Tate's mission. We are committed to supporting professional development and encourage colleagues to share ideas, broaden their expertise and develop new skills in a collaborative and inclusive environment.

What you will do (Main Duties and Responsibilities)

• Act as the first point of contact for updates on acquisition causes, ensuring clear and timely communication across teams.
• Coordinate the preparation of agendas and papers for the Collection Group and Collection Committee. Take minutes, record decisions, circulate notes to relevant stakeholders and follow up on agreed actions.
• Commission and compile supporting documentation for acquisition cases, including curatorial texts, transport and shipping information, financial statements and other relevant materials.
• Manage the timely production and distribution of formal correspondence relating to acquisitions.
• Maintain accurate and up-to-date acquisition records, filing systems and collection database entries.
• Support the Acquisitions Programme Manager and Director of Collection in compiling data and preparing strategic policy and advocacy documents, with a focus on diversity and inclusion.
• Assist in the development and delivery of training sessions for curators and other internal stakeholders on the acquisitions process.
• Notify Collection Registrars when works are ready for collection, and coordinate with conservators and curators to ensure timely follow-up and progress tracking.
• Oversee and coordinate internal image updates to the website, working with Collection Assistants to ensure accuracy and consistency.
• Process and authorise invoices, maintain commitment spreadsheets and ensure financial records are accurate and up to date.
• Reconcile monthly ledgers and year-end payments in collaboration with the Finance team.
• Provide additional support to the Acquisitions Programme Manager and Director of Collection as required.

What you will bring to the team

• Demonstrable interest in developing a career in collections, with a strong understanding of the role of collections within museum practice.
• Excellent administrative and organisational skills, with the ability to manage multiple projects simultaneously and coordinate work across competing priorities.
• Strong numerical skills, with experience of monitoring budgets and managing financial information accurately.
• Ability to work effectively under pressure, meet deadlines and maintain a high level of accuracy and attention to detail.
• Strong interpersonal skills, with the ability to build and maintain effective working relationships with a wide range of colleagues and external stakeholders.
• Excellent written and verbal communication skills, with the confidence to communicate clearly with stakeholders at all levels.
• A proactive, adaptable and collaborative approach, with a willingness to contribute positively to team objectives.
• Ability to work independently, using initiative and sound judgement to prioritise workload and solve problems.
• High level of digital literacy, including proficiency in Microsoft Office applications (Word, Excel, PowerPoint and Outlook); experience of working with databases and collections management systems would be advantageous.
• A commitment to diversity, equity and inclusion, with the ability to support and promote inclusive practices in the workplace.
• A genuine interest in Tate's mission and a commitment to supporting the development and care of its collection.

National Museum Directors' Council, National Museums Liverpool, World Museum, WilliamBrown Street, Liverpool, L3 8EN