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					National Portrait Gallery

Loans Assistant

The National Portrait Gallery houses a unique collection of portraits
of people who have made or who are currently contributing to
British history and culture. The Gallery has more than 1.9 million
visitors a year and is one of the country's most important and
popular galleries.


To provide administrative and practical support to the Loans
Registrar in the care and administration of loans from the Gallery’s

Main Duties

 To maintain the Collections database (Multimimsy) ensuring that
  information is accurate, consistent and up to date.

 To liaise with Conservation, Art Handling, the Archive and
  Photography Departments on behalf of the Loans Registrar, request
  condition checks prior to loan agreement and liaise over the
  scheduling of condition check dates, mounting, framing and
  packing. To input relevant documentation into internal databases
  and to place orders for suppliers.

 To co-ordinate the condition checking of works returning from
  loan in liaison with Conservation and to organise the return of
  works to display or store in discussion with the relevant Curator,
  Conservation and the Art Handling Manager.

 To assist the Loans Registrar in supervising the packing and
  movement of loans. To organise movement forms in discussion with
  the Art Handling Manager, Conservation and the relevant Curator,
  and provide labels for backboards and packing.

 To   request    current   valuations   from   Curators   following   loan
  agreement and input into Multimimsy.
 To liaise with borrowers and shippers with regard to collection
  and delivery of loans. To go out to tender to museum approved
  transport companies for projects where the NPG organises transport.

 To work with the Art Handling Manager and the Assistant
  Collection Registrar in organising the monthly shuttle vehicles
  between the Gallery and the store and ensure that works for loan
  and swaps are brought back to the Gallery at times scheduled.

 Some courier duties are necessary.      The post-holder may be
  required to travel to any location to supervise installation, de-
  installation, condition reporting, packing and unpacking and
  transport. To provide courier schedules for other couriers working
  for the Gallery.

 To undertake any other tasks as are necessary including filing,
  minute taking and general office administration.

Although these are currently the main duties of this post, the Loans
Registrar or Head of Department may allocate other tasks which are
of a similar nature or level
    National Portrait Gallery
    Exhibitions and Collections Management
                                                                                      Head of Exhibitions
                                                                                       and Collections

                         Collections Services
                                                                                      Programmes                Head of Design


                      Frame              Art Handling      Collections                                                                             Exhibitions                    Exhibitions
                                                                                              Loans Registrar                                      Manager:                       Managers
                    Conservation           Manager          Registrar
                     Manager                                                                                                                     Competitions &                      x2
                                                                                                                          Designer               Special Projects

                                                            Assistant                                       Communications
                                                           Collections                                         Designer

 Assistant       Assistant          Picture       Art Handlers   Subject Specialist      National                                    Assistant                                    Exhibitions
                                                                                                        Loans Assistant                                         Administrative
Conservator       Frame             Framer             x4            Network           Programmes                                    Designer                                    Assistants x 2
 Paintings      Conservators                                       Coordinator           Assistant

                                                                                                                      Studio Assistant
National Portrait Gallery

Loans Assistant

Person Specification


        Candidates should ideally have a degree in history or history
         of art, or a related subject, a qualification in museums studies
         would be helpful


        Previous experience of working within a museum or gallery is
         essential   and   experience   of   working   within   a   Loans
         Department preferable

        Practical experience of maintaining and operating office


        Excellent organisational and scheduling skills

        High degree of competence in word processing, databases, excel
         and Windows based PC systems

        Excellent written and verbal communication skills

        Able to work as a member of a small team

        Able to work quickly and accurately with meticulous attention
         to detail


   A commitment to and interest in the museums and galleries sector
   An understanding of museum standards with regard to
    packing, handling, environmental control and transport
    arrangements would be an advantage

   Experience of project work is desirable

   Knowledge of another language would be useful
National Portrait Gallery

Loans Assistant

Details of the post are given below and in the attached job
description. You should take care to show in your application how
you can fulfil the requirements of the job.

Your contracted hours of work will be 24 gross (3 days) per week,
any days from Monday to Friday, including a lunch break of one
hour a day for a full day worked.

The salary for this post will be pro rata £20,387 per annum.

Annual Leave
Your annual leave allowance is pro rata 25 days per annum, rising
to pro rata 29 days at the start of the annual leave year following
completion of five years’ service, and up to pro rata 33 days after 10
years service.

Place of Work
Most of the work is based in the Gallery at St Martin’s Place, but all
staff are required to work at other locations if necessary.

The Gallery believes in the employment and advancement of people
solely on their ability to do the job required.           When recruiting
people, we will therefore disregard their gender, marital status, race,
age,    colour,    nationality,   ethnic   origin,   religion   and   sexual
orientation. There will be no unfair discrimination on the basis of
disability.       If you would like to submit your application in a
different format we are happy to allow this.             Please contact us
(telephone: 020 7306 0055 email: so that we
may discuss suitable alternatives.

Pension benefits are provided under the Principal Civil Service
Pension Scheme (PCSPS).

Probation and Trial Period
All   appointments        are   subject   to   satisfactory   employment    and
character references, security clearance and eligibility to work in the
UK. There is a probationary period of 1 year for all permanent posts.

Data Protection Act
Information provided by you as part of your application will be used
in the recruitment process.           Any data about you will be held
securely with access restricted to those involved in dealing with your
application    in   the    recruitment     process.     Once   this   process   is
completed the data relating to unsuccessful applicants will be stored
for a maximum of 6 months and then destroyed.                   If you are the
successful candidate, your application form will be retained and
form the basis of your personnel record.              Information provided by
you on the Equal Opportunities Monitoring Form will be used to
monitor National Portrait Gallery’s equal opportunities policy and
practices.    By signing and submitting your completed application
form you are giving your consent to your data being stored and
processed (if you submit your application by e-mail and the
application form is un-signed we will assume that consent by you is
given) for the purpose of the recruitment process, equal opportunities
monitoring and your personnel record if you are the successful

Season Tickets
Interest free loans are available for the purchase of a season ticket for
travel to work.

Please return your completed application form to:

Personnel at:

Or by post

Mrs Caroline Wynter
Head of Personnel
National Portrait Gallery
2 St Martin’s Place

by 9.00am on Tuesday 24th May 2011.

We are expecting to hold interviews on Tuesday 14th June 2011.
Please indicate on the form if you will not be available on this date.

If you are delivering your application by hand, please take it to the
reception desk at 39-45 Orange Street.

To ensure the best possible use of our limited resources we are unable
to respond to every application.     If you have not had a response to
your application by   7th   June 2011 please assume that you have been
unsuccessful on this occasion.

We would like to thank you for your time and effort in returning
your application.

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