Collections Registrar

Organisation: National Galleries of Scotland

Salary: Salary £29,816 - £32,645 per annum (Band 5)

Location: Edinburgh

Full-time, Fixed Term (2 years)
Salary £29,816 – £32,645 per annum (Band 5)

Reporting to the Head of Collections Management, this role leads on delivery of certain collections management procedures and processes, i.e. audit, location control, collection review and disposal, and provision of key stakeholder support to collection cataloguing programmes and management/development of data standards and terminology, all of which evidence compliancy, and attainment of organisational KPIs.

• Developing and managing delivery of NGS Collection Audit programme, including identifying and resolving audit anomalies and issues, creation, and production of reports.
• Managing delivery of Collections Review programme.
• Managing delivery of Collections Disposal programme.
• Advising on, and facilitating/supporting delivery of, collection numbering methodologies and systems
• Supporting/facilitating collection cataloguing programmes including agreeing cataloguing approaches and processes, development and monitoring of collection data standards and terminology, and quality control methodologies.
• Identifying and resolving collection cataloguing issues.
• Supporting Due Diligence programme through management of data capture and developing outputs/reports
• Providing solutions and methodologies for NGS and external collection surveys.
• Leading cross dept working groups to facilitate/support delivery of collections management procedures/projects
• Contribute to cross dept working groups in which collections management systems/procedures support project delivery
• Creating collection records management solutions
• Produce reports about Collections Management activities, using the Collections Management System and/ or data visualisation tools.
• Development, production, and maintenance of collections management procedural documents.
• Provide support and training for users in collection management systems and procedures.


The following range of knowledge skills and experience are required. Please ensure these are reflected in your application. Short listing for interview will be based on meeting these requirements.

• Excellent written and verbal communication skills
• Experience of using a multi relational collections management system
• Knowledge of and experience in applying industry collections management data standards and terminology
• Knowledge of and experience in applying principles and best practise in heritage collections management
• Ability to define and implement guidance and training on procedures and standards
• Ability to think creatively and develop innovative solutions whilst working within best practise principles and legislative frameworks
• Excellent team-working skills, including the ability to work with teams inside and outside the department
• Negotiating and influencing skills
• Ability to work well under pressure and to tight deadlines
• Ability to work accurately with attention to detail and accuracy


The National Galleries of Scotland (NGS) is home to one the world’s finest collections of art, which ranges from the Middle Ages to the present day. Our spectacular buildings house the world’s greatest collection of Scottish art, and a world-renowned collection of Scottish and international photography, welcoming many visitors to our three principal sites in Edinburgh: the Scottish National Gallery, the Scottish National Gallery of Modern Art, and the Scottish National Portrait Gallery. The National Galleries of Scotland aims to preserve, display, and augment the collections for the enjoyment and education of the widest possible public and to maintain NGS as a centre of excellence.

This is an exciting period of renewal for NGS, as we move forward with our engaging strategic vision that puts our audience at the heart of what we do. We’re making it our mission to broaden our impact, matching our rich collections, expertise and creativity to the needs and wants of our visitors. We’re finding new ways to connect with more people, and creating an innovative, inclusive organisation that can meet the challenges of our ever-evolving world.

‘Art for Scotland: Inspiration for the world’ is Our Vision. Inclusive, original, and ambitious – we will make the national collection accessible to all and inspire curiosity across the world.

At NGS we are committed to looking at how we operate as well as how we engage with our visitors and communities. We want to play our part in tackling the Climate Emergency. We will ensure Equality, Diversity, and Inclusion (EDI) is embedded across our organisation, ensuring everyone feels a sense of belonging and can be themselves.

NGS are working towards reducing our environmental impact and aim to have net-zero carbon emissions before 2045. Our response to the Climate Emergency and EDI is integral to our work and all our colleagues and departments play a part in achieving this. Our primary Climate Emergency focus areas are engaging our communities, improving our operations, and adapting to future climate changes.


Salary: £29,816 – £32,645 per annum (2021-22 pay structure)

Starting salaries will normally be at the minimum or at a rate that reflects qualifications and/or experience which are of special value for the post, and which are above minimum entry requirements.

Hours: Full time 42 hours per week (inclusive of 1 hour paid meal break each day)

Location: The Gallery of Modern Art One, Belford Road, Edinburgh.
The successful candidate will have the option of working flexibly, a mixture of onsite and home working.

Annual Leave: 25 days per annum (this moves to 30 days after 5 years continual service) plus 11.5 public and privilege holidays per annum.

Pension: Civil Service pension provisions enables the National Galleries of Scotland to offer a choice of occupational and stakeholder pensions, giving you the flexibility to choose the pension that suits you best.

Please note the closing date for applications is Sunday, 23 October 2022

Please note that the successful candidate will be subject to Basic Disclosure Scotland security clearance.

National Galleries of Scotland is a charity registered in Scotland (No. SC003728)

Application Deadline: Sunday 23/10/2022