Collections Registrar (Loans)

About the role

We’re looking for a Collections Registrar (Loans) to play a key role in sharing Scotland’s national collection with audiences across the country and around the world.

This is a great opportunity for an experienced Registrar, or an Assistant Registrar ready to take the next step, to develop their expertise in a collaborative and supportive team. You’ll work closely with colleagues across the organisation and with external partners, balancing precision and planning with problem-solving and adaptability.

As part of our Collections Management team, you’ll manage a varied and rewarding programme of outgoing short and long-term loans. These will be to high-profile international exhibitions to partnerships closer to home. Your work will help bring extraordinary artworks to new audiences, ensuring they are transported, displayed, and cared for to the highest standards.

We’re looking for someone who combines strong organisational skills with sound judgement, clear communication, and a proactive approach. If you’re confident managing complex processes, building relationships, and safeguarding artworks, we’d love to hear from you.

The difference you’ll make

You will be part of a small team working closely with the Lead Registrar: Loans, Touring & Partnership, and the Assistant Loans Registrar. Your duties will include but not be limited to:

-Managing short-term and long-term loans from our collections, including negotiating and processing of contracts. You will also liaise with borrowers and external suppliers on insurance, display, transport, shipping, and schedule arrangements, ensuring agreed conditions are met.
-Managing risks to artworks (such as security, environmental, handling and movement) according to best practice and developing creative solutions as required.
-Obtaining, evaluating, and monitoring costs relating to loan projects.
-Liaising with colleagues across the organisation including Collections, Conservation, Art Movement and Security on all aspects of object movement.
-Using our collections management system (Axiell Collections) for preparation of key lists, documents, and reports.
-Ensuring prompt and accurate creation and maintenance of files and records (electronic and hard copy).
-Occasionally acting as courier for the organisation and assisting in the delivery of courier training to colleagues.

Who we are looking for

To succeed in this role, you’ll need the following range of knowledge, skills, and experience:

-Proven relevant experience in a similar role and environment.
-Knowledge and experience of technical, legal, ethical, insurance and indemnity issues, standards and procedures relating to loans management in the UK and internationally.
-Strong admin and organisational skills with a methodical approach to work including effective prioritising of tasks and working to strict deadlines.  
-Excellent communication skills, able to facilitate decision making, mediate between viewpoints, and maintain relationships by building trust.
-Meticulous attention to detail and high level of accuracy.
-Ability to work collaboratively with others to generate creative approaches to addressing problems and opportunities.
-Ability to take responsibility and use initiative.
-Flexible, proactive approach and willing to undertake duties outside normal working hours on occasion.
-Excellent IT skills using M365 (Word, Outlook, Excel, Teams, and SharePoint.) Experience of working with collections management databases and ability to use technology effectively and productively.
-Full driving licence is preferred.

It would also be great if you have:
-Educated to degree level (or equivalent) in an arts related subject.
-An interest and appreciation of art.
-Practical knowledge of experience of Axiell Collections management system.
-Knowledge of another language.

Please apply directly via our careers portal. Applications via email will not be accepted.

The closing date for applications is 12 noon on Friday, 01 May 2026.

Museum Website: https://www.nationalgalleries.org/careers