Job Description

30,573.92 per annum


Full time / 40 hours and 5 days per week

Permanent

Role Purpose:

We are looking for a motivated individual to join the Exhibitions Team. Reporting to the Exhibitions Manager, the Exhibitions Officer is responsible for providing full administrative and practical support to the Exhibitions Managers and the Head of Exhibitions in the realisation of the loan, touring and competitions exhibitions programme. You will be joining a small, friendly team who work across the gallery, engaging all departments in the making of exhibitions.


You will have previous experience working in an Exhibitions or Registrars Team within a Museum or a Gallery, alongside proven understanding of exhibition and industry procedures and best practice. You will demonstrate meticulous attention to detail, excellent communication and interpersonal skills, together with a high proficiency in IT packages, including Microsoft Office.

Key Accountabilities:

Administering loan requests and managing loan forms, negotiating terms where required. Liaising and building positive relations with internal project team and external stakeholders e.g. lenders, transport agents, insurance agents, suppliers and others as required. Arranging and negotiating British Government Indemnity or commercial insurance as appropriate. Arranging Immunity from Seizure cover for loans. Collating and maintaining exhibition database on loan items (e.g. insurance, transport, display and security of loans) and circulating to relevant departments regularly as required. Tendering for some exhibition transport and elements of display, e.g lighting designers. Supporting preparation and management of transport and (de-)installation schedules for exhibitions. Making courier arrangements. Working within set budgets, preparing and managing purchase orders and invoices. Assisting with the two Gallery competitions. Working closely with Rights & Images Officer and proof image captions for the catalogue. Organising meetings and taking minutes. Departmental Administration (e.g. Travel bookings, exhibition schedules, research for the Exhibitions Department when required, responding to queries from public and colleagues etc.) Assisting in supervising the loading and unloading of items both in the Gallery and at other sites, ensuring that the works of art are handled safely and that no damage occurs. Assisting with the (de-)installation of exhibitions and displays, including supervising couriers, preparing items for display and the rooms for public use. Gallery and showcase maintenance checks during exhibition open period, creating routine guides for Front of House staff for each exhibition Courier duties where necessary.




The above list is indicative but not exhaustive. As such, in addition to the key accountabilities and responsibilities listed the post holder may be required to perform other duties commensurate with the scope and/or level of the role



To read the full job description, please follow the link: Exhibitions Officer - JD

Key Experience, Skills and Criteria:

A minimum of 1 year experience of working within an Exhibitions or Registrars Team in a Museum or a Gallery. Demonstrable experience of exhibition planning, including administration, indemnity, transportation and loan coordination, scheduling and conservation requirements. Excellent IT skills including Microsoft office and Collection Management Systems (in particular, experience of using Filemaker Pro would be an advantage). Ability to work on a number of projects at any one time. Highly developed written and verbal communication skills. Strong interpersonal skills. Excellent interpersonal and diplomatic skills with the ability to communicate clearly, effectively and authoritatively (orally and in writing) in a range of different settings Ability to work under pressure, and maintain a calm, and ordered approach. Excellent time management skills, with the ability to prioritise effectively and meet deadlines. Meticulous attention to detail and an eye for presentation. Analytical and flexible approach to problem solving. Ability to work independently as well as collaboratively with colleagues within the Programmes & Partnerships department and across the Gallery. A strong commitment to equality and diversity with the ability to balance differing needs. Commitment to promoting sustainable working practices and reducing the environmental impact of the Gallery's operations in line with its Sustainability Statement.

Desirable


A commitment to, and interest in, the museums and galleries sector. A degree in a relevant subject (e.g. History, Art History) or equivalent level qualification A working knowledge of collection care and conservation practices Demonstrates passion and approaches all work in an enthusiastic way. Keen interest in the mission and purpose of the National Portrait Gallery and building its relevance for contemporary audiences, and in the long-term success and development of the Gallery.

Other


This is a Known Consignor post, subject to the Civil Aviation Act 1982 The post is subject to a Basic Disclosure and Barring Service (DBS) check.

We offer a competitive benefits package, including:

Generous pension scheme 27 days annual leave allowance, in addition to bank holidays Interest free season ticket and bicycle loans Rental deposit scheme Membership of the Civil Service Sports & Leisure club Access to independent, low cost healthcare schemes Employee assistance programme Free entry to many UK museums, galleries and exhibitions Staff discounts on purchases in online shop Professional & personal development opportunities

Closing date

for returned applications is

9:00am on

September 14th

.

First round interviews

will take place on the

22nd of September.

Please indicate on the notes section of your application form, if you will be unable to make these dates.



We are committed to the employment and development of disabled people. When assessing and shortlisting our candidate pool for interviews, we are committed to removing any bias through our process to ensure all individuals with a disability are included. To be invited to the interview stage, you must show through your application that you meet the minimum criteria and/or the desirable skills required for the role. If you tell us that you have a disability we can make reasonable adjustments at interview, and, if you join us, to your work arrangements.

Application due

14/09/2025

Start date

As soon as possible

Work hours

40

Position type

Exhibitions and Collections

Homepage

npg.org.uk


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