Assistant Collection Registrar — Loans & Collection Management

OASIS Group; Dublin; On-site; EUR 35,000 - 43,000; Full time

Benefits offered by this job

Tax saver scheme

Cycle to work scheme

Job summary

National Gallery of Ireland is seeking an Assistant Collection Registrar in the Exhibitions and Collection Services Department. The role supports managing loans, acquisitions, and records, ensuring robust processes and governance.

You will work within a busy team, coordinating shipments, risk assessments, and insurance for international loans. Candidates should have a relevant degree and at least two years’ museum experience, with CMS proficiency (TMS preferred).

Qualifications

• A relevant third level qualification (Museum Studies, Arts Administration, Art History, Archival Studies or related field).
• At least two years’ experience in a similar role within a museum or cultural institution of comparable scale and complexity.
• Experience of the international loans process.
• Experience using a well-recognised Collections Management System (TMS preferred; others such as Axiell, MuseumPlus acceptable).
• Experience in collection registration.
• Ability to work as part of a busy team.
• Ability to work under pressure with multiple deadlines.
• Pro‑active, solutions‑focussed attitude and willingness to travel.
• Flexibility to work beyond normal hours.
• Commitment to the Gallery and museum sector.

Responsibilities

• Coordinate and document all outgoing loans and long loans in/out.
• Process acquisitions and ensure artworks are photographed and documented.
• Manage long‑term loans-out to embassies and venues.
• Arrange logistics including risk assessments and courier training for loans out.
• Document packings and unpackings; manage shipments and insurance.
• Keep loan contracts and insurance up to date for loans-out.
• Maintain records in the Collection Management System (TMS).
• Assist in collection registration and inventories; track locations.
• Follow up on loans and compile venue information for reviews.
• Record temporary deposits and manage related processes.
• Process import/export licenses and customs documentation.
• Raise purchase orders and track invoices.
• Liaise with internal teams on rehangs and movements.
• Respond to information requests from colleagues and external parties.
• Supervise loading/unloading of loans; courier duties after training.
• Contribute to Disaster Recovery planning.
• Undertake other duties as assigned by Head of Exhibitions and Collection Services.

Skills

Organisational skills

Administrative skills

Teamwork

Education

Third level qualification in Museum Studies / Arts Administration / Art History / Archival Studies

Tools

TMS CMS (preferred)

Axiell CMS

MuseumPlus CMS

Job description

National Gallery of Ireland is seeking an Assistant Collection Registrar in the Exhibitions and Collection Services Department. The role supports managing loans, acquisitions, and records, ensuring robust processes and governance.

You will work within a busy team, coordinating shipments, risk assessments, and insurance for international loans. Candidates should have a relevant degree and at least two years’ museum experience, with CMS proficiency (TMS preferred).