Temporary Full-time

Exhibitions and Collections Services


Documentation & Loans Assistant
The National Gallery of Ireland (‘Gallery’) is one of the country’s most popular visitor attractions housing the nation’s collection of European and Irish art from about 1300 to the present day, and an extensive Library & Archive. Nominated for European Museum of the Year (2018), and winner of the Royal Institute of the Architects of Ireland Culture-Public Building award (2018), the Gallery continues its mission of serving our visitors in their enrichment and enjoyment of visual art. Entry to the collection is free for all to enjoy, learn and be inspired.
The Gallery wishes to recruit a Documentation & Loans Assistant for the Exhibitions & Collection Services Department on a fixed term contract. The Exhibitions & Collection Services Department is responsible for the management of a diverse programme of temporary exhibitions and the development of exhibition design identities. The department is responsible for coordinating all loans-in and out, including touring exhibitions. The team manages collection registration and digitisation, and looks after general collection management matters such as handling, audits, storage, and disaster and recovery. In addition, the Publications and Images Office manages Publications, Photography and Images & Licensing.
This role will assist with development of the collection online, outgoing loans coordination, long loans coordination and documentation of the collection. Reporting to the Collection Registrar (or nominated deputy), the Documentation & Loans Assistant will:
  • Assist with the documentation of the collection & processing of acquisitions
  • Process collection information requests from colleagues and external parties
  • Assist with the development of TMS and the collection on-line
  • Support existing and new staff in using the collection management system
  • Assist with the documentation and coordination of outgoing loans
  • Assist with the management and documentation of long loans-in and long loans-out
  • Manage and record temporary deposits
  • Prepare and log export licences
  • Complete other duties appropriate to the post as may be assigned

The successful candidate will have:
  • A keen interest in art history, museums studies / arts administration or related discipline
  • Previous work experience working in a gallery or museum
  • Strong administrative skills coupled with an ability to organise and prioritise multiple tasks with excellent attention to detail
  • Excellent IT skills, with a good general practical knowledge of MS packages
  • Experience working with a Collection Management System (preferably TMS)
  • Previous work experience cataloguing collections
  • An ability to achieve programmed objectives and work to set deadlines
  • A collaborative and adaptable approach to work and is a team player
  • Excellent communication and interpersonal skills
  • Interest in and enthusiasm for collection documentation & collection management
  • Self-motivation, drive, enthusiasm and a willingness to enhance own professional lifelong learning and development
  • A positive, flexible and proactive attitude to work

Note: This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. The job description may be subject to review in the light of new structures and/or the changing needs of the Gallery.
Grade and Salary: Salary will be in accordance with the 1st point of the Clerical Officer Standard Salary Scale (PPC), currently at €24,586 per annum (pro rata)

Duration: Fixed Term Contract ending on 31 October 2022

Working hours: Full time, 5 days a week. 37 hours per week (net of breaks) Monday to Friday. a blended onsite/remote (within the jurisdiction of Ireland) work pattern may be available. The successful candidate must be willing to work early mornings, evenings and weekends (as required).

Closing date for receipt of applications: 28 September 2022

Interviews will be held on week commencing 4 October 2022

How to apply: Please upload a cover letter and curriculum vitae. Candidates should note that panels may be formed from which future positions may be filled.
The National Gallery of Ireland is an equal opportunities employer