Collection Registrar

The Gallery wishes to recruit a Collection Registrar. This role is central to the Gallery’s mission of sharing its permanent collection widely, both across Ireland and internationally, through long- and short-term loans.

The Collection Registrar will join the Exhibitions & Collection Services Department which is a deadline driven, fast-paced working environment with a dedicated team of professionals with a high level of experience in the sector.

Reporting to the Head of Exhibitions & Collection Services, the Collection Registrar will:

• Coordinate collection loans, including the Library and Archives collection, to museums, galleries and other venues in Ireland and abroad.
• Actively manage long-term loans-out to embassies and other venues, put in place procedures and ensure regular reviews.
• Manage the administration and logistics associated with loans-out.
• Act as the primary point of contact for borrowing institutions and manage all related paperwork including drafting, negotiating, and executing formal loan agreements.
• Ensure the appropriate insurance/indemnity cover is in place.
• In close collaboration with the Conservation team, review and approve facility reports and climate readings, ensuring the NGI’s loan standards are met.
• Risk assess each loan in line with best international practice.
• Coordinate and chair loan approval meetings.
• Maintain meticulous records on the collections management system (TMS) and paper files, ensuring all documentation is accurate and complete.
• Develop relevant data on TMS and for the website and collection online.
• Manage all temporary deposits (an artwork that is temporarily housed at the Gallery which has not formally been accessioned. e.g. a potential acquisition/artwork for assessment by conservation etc.) and ensure all paperwork is in order.
• Process all acquisitions.
• Ensure all national and international shipping regulations, including customs requirements and import/export permits, Cites, are met.
• Manage the courier programme, including training of new staff members.
• Keep up to date with global regulations for art transit and upskill and train all couriers in line with these.
• Be responsible for the overall administration of import and export licences.
• Draft and implement relevant collection policies and procedures in consultation with the Head of Department.
• Prepare detailed and accurate information on loans for board papers and all other internal and external reports.
• Manage annual insurance and ensure that appropriate commercial insurance cover is in place for the NGI’s collection onsite.
• Prepare billing for all loan expenses and assemble budget estimates for borrowers.
• Manage and develop staff, identifying appropriate training and ensuring excellent industry knowledge
• Work closely with the Art Handling & Loans Manager in relation to shipments, packing & crating of the collection and document all packings and unpackings.
• Work closely with other departments on collection initiatives including The National Programme and other projects.
• Liaise with colleagues in other departments in the Collections and Research pillar such as Conservation, Curatorial and Library and Archives.
• Supervise the loading and unloading of loans from the collection (this may be out of hours).
• Upon successful completion of courier training, undertake courier duties in Ireland and abroad if required.
• Play a key role in Disaster Recovery.
• Assume other duties appropriate to the post as assigned by the Head of Exhibitions and Collection Services.

The successful candidate will have:

• A relevant third level qualification (for example Museum Studies, Arts Administration, Art History, Archival Studies, or a related field).
• At least two years’ experience in a Registrar or Collections Management role within a museum or cultural institution of comparable scale and complexity including experience in managing shipping, logistics and insurance for loans, travelling exhibitions and acquisitions.
• Extensive experience of managing all aspects of the international loans process, including customs & import and export requirements, shipping, logistics and insurance.
• Meticulous approach to their work with the ability to prioritise workloads and manage multiple complex tasks simultaneously.
• Excellent organisational, administrative time management skills with the ability to work with a wide range of people on a variety of time-scales.
• A high level of expertise in using a well-recognised Collections Management Systems (TMS is preferable but other CMS such as Axiell, MuseumPlus acceptable) with the ability to administer the back end of the system if required.
• Experience of writing policy and procedure and in required compliance in the area
• Flexibility required in tandem with high standards being met.
• Line Management or supervisory experience for a team with a busy schedule.
• Self-motivator who can lead by example.
• Pro-active, solutions-focussed attitude in the face of challenges.
• Strong interpersonal and negotiation skills and a high level of diplomacy in dealing with multiple stakeholders.
• Proven good judgment and ability to make appropriate decisions under pressure.
• An understanding of the objects that they are working with and have proven experience in overseeing packing and condition reporting.
• Ability and willingness to travel.
• Sound overall knowledge of the art movement sector, including all customs & import and export requirements.
• A commitment to, and interest in, the gallery & museum sector.
• Excellent IT skills.

Conditions of employment

This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. This may be subject to review in view of new structures and/or the changing needs of the Gallery. All employees are required to be compliant with NGI screening and Garda Vetting procedures. The post will be subject to a satisfactory medical check and successful completion of a successful probationary period. Applicants must be fluent in English and be eligible to work in Ireland.

Citizenship Requirements

Eligible candidates must be:

1. A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or

2. A citizen of the United Kingdom (UK); or

3. A citizen of Switzerland, pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

4. A non-EEA citizen who has a Stamp 4 permission or a Stamp 5 permission.

Please note: A 50 TEU permission, which serves as a replacement for Stamp 4EUFAM after Brexit, is considered equivalent to Stamp 4.

To qualify candidates must be eligible by the date of any job offer.

Known Consignor Status:

The individual in this role may be required to complete Air Cargo Security training. In accordance, a pre-employment check is carried out on prospective new staff covering the preceding 5 years. This pre-employment check involves examination of any unexplained gaps of more than 28 days. For all new staff, written confirmation shall be obtained from employers or other sources capable of verifying the information provided by the person for the purpose of the background check. No prospective employee who is required to undergo Air Cargo security training will be offered a position unless any gap of 28 days or more has been satisfactorily accounted for.

Job Details and Application Information

Grade and Salary:

The salary for this position will be in accordance with the Assistant Keeper II / Engineer Grade III (PPC) pay scale, as per the 1 February 2026 pay adjustments. The salary scale for this position is as follows:

€39,974 €42,496 €43,170 €46,536 €49,913 €53,352 €56,956 €59,231 €61,517 €63,823 €66,115 €68,413 €70,711 €73,002 €75,313 €77,865¹ €80,414²

• The starting salary will be at the first point on the scale, €39,974 per annum, or on a higher point of the scale, as appropriate to the successful candidate, if appointed from an existing public sector role (in accordance with Circular 08/2019).

• Candidates should note the National Gallery of Ireland complies with Department of Public Expenditure and Reform regulations and guidelines on Public Service pay and conditions of employment.

Annual Leave:The successful candidate will be entitled to 25 days of annual leave pro rata

Superannuation: The successful candidate will be placed on the public sector pension scheme.

Benefits: The Gallery provides staff the opportunity to participate in the tax saver and cycle to work schemes.

Duration: Permanent

Working hours: Full time, 5 days a week – 35 hours per week (net of breaks). Please note, flexibility is required and the successful candidate will be required to work occasional early mornings, late evenings and weekends.

Any personal data that you provide when applying for this position shall be processed in accordance with our Privacy Notice.

How to apply: To apply for this position, please provide the following documents (in PDF Format):

· A cover letter

· A CV

Panel:

Candidates should note that at the end of the candidate assessment process a panel of successful candidates may be formed based on order of merit, from which future positions may be filled.

Closing date for receipt of applications: 3 March 2026

Interviews will be scheduled in March.

At the National Gallery of Ireland, we value equity, diversity and inclusion. We recognise the benefits it can bring to our staff and our visitors interactions. We celebrate difference and want our people to be representative of all communities. If you require reasonable accommodation for any part of the application process, please do not hesitate to let us know.

The National Gallery of Ireland is an equal opportunities employer