Reference Quantity: ST0590

Particulars of normal

A Registrar operates behind the scenes to allow entry and delight of cultural heritage by public and different audiences now and sooner or later.  They might work inside a museum, artwork gallery or comparable organisation whether or not public or non-public which has a acknowledged remit to advertise, accumulate, handle, protect, interpret and/or show artistic endeavors, historic tales, customs, practices, locations, inventive expressions, values, specimens and artefacts of distinctive and sometimes irreplaceable inventive, historic, cultural or scientific significance, generally known as collections or objects.  

The Registrar is accountable for:

  • Figuring out and managing the availability of safety to the organisation from monetary and reputational dangers and guaranteeing the safety of objects/collections from bodily dangers;
  • managing the logistical, authorized, sensible and technical features of caring for, transferring, recording and putting in the objects/collections within the organisation’s care;
  • safeguarding collections and guaranteeing that authorized and moral requirements are maintained.


  • organise acquisitions, loans, exhibitions, shows and shipments of objects to allow their organisations’ programmes;
  • develop, implement and use assortment administration insurance policies and procedures;
  • give skilled recommendation to inner/exterior colleagues on all collections, loans and exhibition actions going down nationally and internationally;
  • correspond with lenders/debtors/house owners concerning objects/loans;
  • overview and negotiate contracts and authorized agreements;
  • procure and prepare transport, casing, insurance coverage and indemnity;
  • work with Conservators and Museum and Galleries Technicians to arrange objects for motion or show; journey could also be concerned with objects to different places which can be worldwide;
  • may go hands-on with objects e.g. situation checking or packing objects.


Registrars may go alone or in groups in a quick paced, busy setting with different, predominantly, inner departments which can embody artwork dealing with, conservation, exhibitions, photographic, authorized, technicians, gross sales and curatorial. In addition they liaise with different exterior sector professionals e.g. technical consultants, artists, insurance coverage brokers, fabricators and a world community of transport brokers.

Registrars sometimes report back to a head of division or senior administration construction dependant on the dimensions of their organisation. They might handle extra junior workers and/or volunteers.  In numerous organisations, the job title could range and embody Collections/Exhibitions Registrar, Assortment/Exhibition Officer or Loans Supervisor/Officer. 

Information. The Registrar will know and perceive:

Care of and Entry to bodily and digital objects/ collections

  • Skilled requirements and good follow of collections care set by Governing Our bodies within the sector (e.g. DCMS, Arts Council England, ICOM, Collections Belief, Museums Affiliation) and the UK Registrars Group together with assortment administration requirements together with:

    • object entry/exit, acquisition and disposal;
    • stock, motion and placement management;
    • loans out and in;
    • situation studies, conservation and assortment care;
    • object dealing with;
    • loss and injury;
    • valuation management, audit; rights administration;
    • cataloguing, use and administration of collections;
    • documentation. 

  • Facility studies, safety studies, technical drawings (e.g. show circumstances) and environmental monitoring information required for the lending and borrowing of objects.

Mission Administration

  • Mortgage and exhibition administration finest follow which can embody design, show, set up and exhibition tour administration.
  • Organisation’s mission and program administration processes and methods.
  • Organisation’s monetary and funds administration processes, together with procurement and contract administration processes.
  • Danger administration ideas to determine and mitigate the dangers to the organisation the place they work and protects the objects with which they work, the individuals who work with them and the general public.
  • Time administration, setting and managing milestones and deadlines.
  • Allocation and administration of sources e.g. time, cash, folks.


Compliance Administration


  • Legislative and different authorized necessities, regulatory and contractual obligations, documentation practices and requirements, together with however not restricted to:

    • import/export licences for cultural objects;
    • CITES endangered species permits;
    • immunity from seizure for cultural objects;
    • aviation safety laws; information safety; mental property;
    • worldwide obligations, copyright;
    • different insurance policies in-line with organisation and coverage necessities (e.g. treasure, hearth arms, human stays).

  • UK Customs Import and Export Procedures, HMRC necessities and abroad Customs Rules which will have an effect on their cargo actions.
  • Arts Council England Accreditation and Designation schemes which offer the requirements for the sector.
  • Nature and necessities of the UK and overseas Authorities Indemnity Schemes and industrial insurance coverage insurance policies as they impression actions e.g. transport, show/exhibitions, storage, collections/loans, occasions, exclusions, claims
  • Moral ideas included within the Museums Affiliation Code of Ethics for Museums {and professional} judgement together with due diligence in relation to the acquisition, disposal or mortgage of cultural objects/collections.


Information Administration


  • Spectrum assortment administration normal which units the documentation requirement for the sector and PAS197 Code of Apply for Cultural Collections Administration which is the strategic requirement for requirements of care.
  • Organisation’s necessities for information administration, information safety and data methods.
  • The necessities of the Organisation’s specialist software program and IT methods.


  • Written and verbal communication strategies to interact with inner and exterior colleagues, balancing totally different views, and supply applicable communication content material e.g. in studies, making shows and conveying data to others.
  • Negotiation methods to realize a breadth of profitable outcomes for the organisation for instance delivering an exhibition; funds financial savings; signing of authorized agreements.
  • Influencing strategies which absorb to account others’ views and concerns together with the Organisation’s targets.
  • Vital evaluation strategies to interpret and consider complicated data/conditions and talk a spread sensible, conceptual or technical theories that underpin determination making/planning at an organisational stage.
  • The importance and significance of your position to the success of the organisation.
  • Folks administration processes as required by the organisation.


Abilities. The Registrar will:

Care of and entry to bodily and digital objects/collections

  • Prepare specialist transport of objects/collections, whether or not undertaken by the organisation or exterior transport brokers.
  • Prepare for the preparation of objects/collections for actions which can embody checking title and any restrictions in place; working with conservators to determine conservation necessities, prepare situation studies and permissions for therapies required; make applicable packing and show preparations for distinctive objects/collections; arranging pictures.
  • Make sure that appropriate threat mitigation measures e.g. insurance coverage and indemnity, bodily safety and monitoring, applicable environmental situations are in place to facilitate lending and borrowing.
  • Prepare and undertake audits of objects/collections and documentation to make sure compliance.
  • Co-ordinate and overview conservation situation studies for actions together with liaison with exterior Conservators the place required.
  • Analyse and full or collate amenities studies, safety studies, show case dietary supplements and environmental data.
  • Guarantee object/collections storage amenities and object/collections motion plans are match for objective.

Mission Administration

  • Critically analyse, interpret and consider complicated conditions, devise an acceptable plan of action for complicated issues/tasks, handle/remedy/coordinate to conclusion.
  • Present recommendation to inner and exterior colleagues and implement finest follow when managing tasks or applications; decide mission/program parameters and refine/adapt when issues/limitations come up from inner/exterior components.
  • Contribute to funds preparation and administration of budgets to make sure collections actions are financially viable.
  • Agree, handle and ship the time vital transport and set up schedules for distinctive objects/collections both coming into or exiting the
  • Search quotations for specialist transport and different actions e.g. show circumstances.
  • Make preparations for couriers/personnel accompanying objects/collections in transit and act as a courier if required.
  • Current proposalso the related determination making organisation discussion board/individual and prepares subsequent progress studies.
  • Undertake procurement administration actions for items and providers which can embody design and transportation.
  • Guarantee compliance with Organisation’s mission administration practices and processes.
  • Write or contribute in direction of care and conservation coverage and plans.

Compliance Administration

  • Test that every one object/assortment actions are compliant with moral ideas, legislative and different authorized necessities, regulatory obligations, documentation practices and requirements.
  • Keep updated inventories together with valuations and placement.
  • The place related, make sure that the organisation works to Arts Council England Accredited or Designated standing tips.
  • Handle import/export preparations, cultural export licenses, immunity from seizure cowl, customs procedures and safety clearance the place vital for objects/collections.
  • Present recommendation on and implement authorized {and professional} necessities e.g. aviation safety laws, due diligence procedures, Authorities indemnity schemes.
  • Draw up, negotiate and handle contracts which can embody mortgage agreements, acquisition agreements, exhibition contracts and mortgage agreements.
  • Handle all registrarial procedures together with management of operations, audits, mortgage renewals, reporting and forecasting.
  • Provoke and lead on tasks/applications, polices and procedures and allocate sources (human/fiscal and so on.) as required.

Information Administration

  • Apply information requirements for the organisation in-line with PAS197 and Spectrum necessities. Undertake information entry as required
  • Guarantee the standard of information entered within the collections administration system is correct, full and meets organisational necessities and different related requirements.
  • Keep and develop insurance policies and procedures referring to collections administration actions.

Communication Abilities

  • Negotiate with debtors, lenders and house owners the phrases and situations of loans, acquisitions and disposals together with safety, legal responsibility, transport, amenities, environmental necessities, show and prices.
  • Train broad autonomy and judgement all through everyday work.
  • Talk to a spread of stakeholders to realize shared objectives, targets and remedy issues.
  • Write studies, for a spread of inner/exterior audiences, concerning actions.
  • Act as an Ambassador for the organisation to lift its profile and talk the significance of its work. This will likely imply representing the organisation together with attending and/or presenting at conferences and workshops.
  • Share finest follow and/or delivering coaching to inner workers and exterior organisations e.g. UKRG concerning collections administration actions.
  • Champion moral, authorized or different points with organisation’s personnel as applicable.
  • Setting milestones, deadlines and workflow for colleagues (in different departments or members of mission/program groups) to make sure supply, as required by the organisation.
  • Co-ordinate third-party contractors e.g. transport brokers and handle them on and off-site to ship their set temporary.
  • Line handle and/or supervise the work of colleagues and/or volunteers as required.

Behaviours: The Registrar will reveal the next behaviours:

  • Outcomes pushed: achieves outcomes and makes each effort vital to realize agreed objectives/targets together with deadlines.
  • Drawback solvers: solves recognized issues with sound options whereas foreseeing attainable penalties.
  • Meticulous and methodical in your strategy to work: works in a logical method listening to particulars, procedures and processes as applicable to the state of affairs.
  • Expectation administration: diplomatically manages the differing expectations of others, each inner and exterior, concerning what’s virtually achievable when it comes to stipulated necessities e.g. time scales, budgets.
  • Versatile strategy: adapts readily to new conditions and adjustments within the office while maintaining to institutional requirements, adapting your strategy to fulfill totally different necessities.
  • Diplomatic: delicate in coping with others and obtain efficient resolutions to issues or points
  • Interpersonal expertise: get alongside effectively with others, set up efficient working relationships with co-workers, managers, shoppers and/or the general public.
  • Work collaboratively: by private instance, encourages and facilitates cooperation, satisfaction, belief and group identification; fosters dedication and crew spirit
  • Endurance and persistence: cope with conditions in a peaceful and regarded method. Consider that every one conditions may be resolved satisfactorily.
  • Resolution making: makes selections primarily based on info, analysis/evaluation and rationale as a way to inform actions and progress the state of affairs.
  • Work beneath stress: works effectively in an setting the place there will likely be many duties and conditions to cope with directly. There could also be constraints outdoors their management or unexpected adjustments or issues to cope with.
  • Steady Skilled Improvement: Proactively preserve your trade and finest follow information and expertise up-to-date, having a watch to the longer term.


Apprentices with out stage 2 English and maths on entry might want to obtain this stage previous to finishing the top level evaluation. For these with an training, well being and care plan or a legacy assertion the apprenticeships English and maths minimal requirement is Entry Degree 3 and British Signal Language qualification are a substitute for English {qualifications} for whom that is their main language.Employers will specify their very own entry necessities, which can embody a level or equal stage of training or expertise.


Sometimes, 36 months.


This apprenticeship ought to be reviewed after a most of three years.

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