Documentation Manager - 12 months Maternity cover
| Dyddiad hysbysebu: | 11 Gorffennaf 2025 |
|---|---|
| Cyflog: | £29,500 bob blwyddyn |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 03 Awst 2025 |
| Lleoliad: | DL14 7JF |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | The Auckland Project |
| Math o swydd: | Dros dro |
| Cyfeirnod swydd: | DocMGr |
Crynodeb
The role purpose:
A key role within a small and busy Collections and Conservation team, this is a collections management position with an emphasis on documentation, responsible for ensuring the museum’s inventories are up-to-date and to SPECTRUM standard.
The post will suit an experienced professional who enjoys working in a stimulating, fast paced and collaborative environment and is able to provide a core underpinning function to the Collections and Conservation and Curatorial teams, bringing order to collections records across operational sites and temporary exhibitions.
You will be an active member of install and salvage teams, managing and co-ordinating technicians and external contractors as required.
Working across galleries and historic sites, this post will play an important role in lender communication, ensuring timely exchange of requests for information, reporting on existing and expiring loans and ensuring details are available for insurance, GIS and loan agreements.
The post also takes a lead in processing images and image requests, co-ordinating associated information including captions and credit lines. You will support colleagues in the Marketing and Communications Team, external researchers and other enquirers with image requests and ensure that the Digital Asset Management System is up-to-date with collections and exhibition photography.
Please note:-
• This post is primarily based on site and is not suitable for regular remote working
• This post involves manual handling (lifting, carrying, using a trolley), use of ladders and computer work
Key responsibilities are listed below:
• Leads the initiative to update the Collections Management System (Collections Index +) with emphasis on SPECTRUM primary procedures and liaises with System Simulation to troubleshoot issues
• Keeps track of museum objects and maintains records of ownership and borrowing
• Produces and maintains accurate records for use of collections procedures, acquisitions, object entry and exit, copyright, valuations and insurance, location and movement control and exhibitions, including updating salvage cards
• Follows documentation procedures, plans and policy and leads on updating the Documentation Procedural Manual
• Supports colleagues using the CMS and provides training as required
• Helps devise collections based projects for interns, placements and volunteers and supervises those positions as they become available
• Plays a key role in lender communication for new and existing loans
• Co-ordinates couriers and transports and supervises freelance technicians as required
• Works with colleagues to help develop new policies and procedures where needed, supporting our accredited status through Arts Council England
• Manages requests for reproductions of images
• Assists marketing and other colleagues with collections and gallery image requests and ensures any lender requirements are met and appropriate credit lines provided
• Processes and supervises collections and exhibition photography and updates the Digital Management System
Internal and External Relationships:
• Work collaboratively with colleagues across departments to achieve The Auckland Project’s organisational objectives
• Liaise with System Simulation to ensure a fully functioning CMS and DAMS
• Manage and co-ordinate external contractors (e.g. photographers and art handlers)
• Build strong relationships with peers in the heritage sector, especially lenders and prospective lenders
• Maintain excellent relationships with the large team of volunteers and colleagues
Health & Safety:
Be committed to good health and safety and access practice, ensuring familiarity and compliance with The Auckland Project policies, procedures and guidelines and the health and safety of visitors, staff, volunteers and contractors at all times.
Person Specification:
Essential
Desirable
Qualifications
MA in Museum Studies (or equivalent)
Experience
At least two years’ experience in a similar role
Ability to work as part of a team
Experience of using a collections management system
Knowledge of museum documentation standards including SPECTRUM
Administration of loans in
Experience managing digital assets
Three to five years’ experience in a similar role
Administration of loans out
Experience of managing volunteers
Experience of managing loans for temporary exhibition
Managing contractors and technicians
Knowledge of collections care standards for museums
Experience working with book and/or archive collections
Understanding of copyright and how it relates to museum collections
Experience booking and managing transport agents
Experience of working with a broad range of collections
An understanding of H&S and how it relates to a Heritage Collection
Skills
Demonstrably strong administrative and IT skills
Ability to organise and pay attention to detail with strong accuracy
IT Skills: Intermediate computer skills in software packages including the Microsoft 365, especially Excel
Strong written communication
Physically capable of undertaking the role which will involve hands-on work
Basic object handling skills
Personal Attributes
Be professional and hard working with an enthusiastic approach
Well organised
Maintain confidentiality and demonstrate professional integrity at all times
A positive team player
Willingness to work flexibly and pragmatically as part of a busy team and organisation
A key role within a small and busy Collections and Conservation team, this is a collections management position with an emphasis on documentation, responsible for ensuring the museum’s inventories are up-to-date and to SPECTRUM standard.
The post will suit an experienced professional who enjoys working in a stimulating, fast paced and collaborative environment and is able to provide a core underpinning function to the Collections and Conservation and Curatorial teams, bringing order to collections records across operational sites and temporary exhibitions.
You will be an active member of install and salvage teams, managing and co-ordinating technicians and external contractors as required.
Working across galleries and historic sites, this post will play an important role in lender communication, ensuring timely exchange of requests for information, reporting on existing and expiring loans and ensuring details are available for insurance, GIS and loan agreements.
The post also takes a lead in processing images and image requests, co-ordinating associated information including captions and credit lines. You will support colleagues in the Marketing and Communications Team, external researchers and other enquirers with image requests and ensure that the Digital Asset Management System is up-to-date with collections and exhibition photography.
Please note:-
• This post is primarily based on site and is not suitable for regular remote working
• This post involves manual handling (lifting, carrying, using a trolley), use of ladders and computer work
Key responsibilities are listed below:
• Leads the initiative to update the Collections Management System (Collections Index +) with emphasis on SPECTRUM primary procedures and liaises with System Simulation to troubleshoot issues
• Keeps track of museum objects and maintains records of ownership and borrowing
• Produces and maintains accurate records for use of collections procedures, acquisitions, object entry and exit, copyright, valuations and insurance, location and movement control and exhibitions, including updating salvage cards
• Follows documentation procedures, plans and policy and leads on updating the Documentation Procedural Manual
• Supports colleagues using the CMS and provides training as required
• Helps devise collections based projects for interns, placements and volunteers and supervises those positions as they become available
• Plays a key role in lender communication for new and existing loans
• Co-ordinates couriers and transports and supervises freelance technicians as required
• Works with colleagues to help develop new policies and procedures where needed, supporting our accredited status through Arts Council England
• Manages requests for reproductions of images
• Assists marketing and other colleagues with collections and gallery image requests and ensures any lender requirements are met and appropriate credit lines provided
• Processes and supervises collections and exhibition photography and updates the Digital Management System
Internal and External Relationships:
• Work collaboratively with colleagues across departments to achieve The Auckland Project’s organisational objectives
• Liaise with System Simulation to ensure a fully functioning CMS and DAMS
• Manage and co-ordinate external contractors (e.g. photographers and art handlers)
• Build strong relationships with peers in the heritage sector, especially lenders and prospective lenders
• Maintain excellent relationships with the large team of volunteers and colleagues
Health & Safety:
Be committed to good health and safety and access practice, ensuring familiarity and compliance with The Auckland Project policies, procedures and guidelines and the health and safety of visitors, staff, volunteers and contractors at all times.
Person Specification:
Essential
Desirable
Qualifications
MA in Museum Studies (or equivalent)
Experience
At least two years’ experience in a similar role
Ability to work as part of a team
Experience of using a collections management system
Knowledge of museum documentation standards including SPECTRUM
Administration of loans in
Experience managing digital assets
Three to five years’ experience in a similar role
Administration of loans out
Experience of managing volunteers
Experience of managing loans for temporary exhibition
Managing contractors and technicians
Knowledge of collections care standards for museums
Experience working with book and/or archive collections
Understanding of copyright and how it relates to museum collections
Experience booking and managing transport agents
Experience of working with a broad range of collections
An understanding of H&S and how it relates to a Heritage Collection
Skills
Demonstrably strong administrative and IT skills
Ability to organise and pay attention to detail with strong accuracy
IT Skills: Intermediate computer skills in software packages including the Microsoft 365, especially Excel
Strong written communication
Physically capable of undertaking the role which will involve hands-on work
Basic object handling skills
Personal Attributes
Be professional and hard working with an enthusiastic approach
Well organised
Maintain confidentiality and demonstrate professional integrity at all times
A positive team player
Willingness to work flexibly and pragmatically as part of a busy team and organisation