CCE5.19 - Collections and Loans Coordinator

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Posted: 03/04/2019 16:13
Start Date: Not Available
Salary: £29,640 pa (rising to £30,244 after probation)
Location: Study Collections Centre, North Greenwich
Level: Experienced (Non Manager)
Deadline: 29/04/2019 10:00
Hours: 35.00
Benefits: See "Working for Us" on the "Home" menu
Job Type: Full Time

Job title and reference:        Collections and Loans Coordinator (ref: CCE5.19)

Salary:                                    £29,640 per annum (rising to £30,244 after probation)

Hours of work:                      Full time/35 hour week, Monday to Friday - some flexibility required including weekend and evening working                                                                                                       

The Horniman Museum and Gardens in south east London has been open since Victorian times, when the tea trader and philanthropist, Frederick John Horniman first opened his house and extraordinary collection of objects to the local community. Since then, our collection has grown significantly and includes internationally important collections of anthropology and musical instruments, as well as an acclaimed aquarium, butterfly house and natural history gallery – all surrounded by 16 acres of beautiful Gardens offering breath-taking views across London.

We seek an enthusiastic and experienced Collections and Loans Coordinator to help with the work of the Collections Management team.  The post is a key role in this small and welcoming team. You will be responsible for the organisation and administration of our loans into and out of the museum. You will assist with the effective management of the Study Collections Centre including the storage and movement of the Horniman’s collections to enable their accessibility for exhibition and research.

You will possess relevant experience in a collections management role with practical experience of loans, exhibitions work and collections care, including working directly with objects for storage, transport and display. You will have demonstrable experience of the ability to coordinate projects, have excellent interpersonal skills and a proactive approach. The ideal candidate would have an interest in our diverse collections.

The ability to work to deadlines while maintaining high standards and to be flexible in working as part of a team or in isolation, are also essential to this post.

To apply, visit our website:

The closing date for completed applications is 10am on Monday 29 April 2019. Interviews will take place on Friday 17th May 2019. Anticipated starting date in late June / early July.

The Horniman is committed to equality of opportunity and welcomes applications from all sections of the community. 

How to Apply

Click on “Apply Now” at the top or bottom of this page. When you apply you will be asked to upload a covering statement in Microsoft Word format (the document must be in .doc  format and the maximum file size is 2 MB). Please also ensure that you have uploaded your CV as a separate document which you can do when you create an account or login.

Please provide an overview of no more than 2 pages describing your experience relevant to the role as outlined in the Job Description and Person Specification.  


Job title                                  Collections and Loans Coordinator

Section                                   Collections Management

Reports to                              Collections Manager

Responsible for                    Sectional Trainees (funding dependant) and supporting the training and supervision of volunteers

Hours of work                       35 hours per week generally 9-5 Monday to Friday but some flexibility required including weekend and evening working

Location                                 This post will be based at the Horniman’s Study Collections Centre (SCC), North Greenwich, although the post holder will also be required to carry out duties at the Horniman’s Forest Hill site and other venues in line with the requirements of the job.

Main purpose of the job                  

To manage the Loans In and Out schedule and deliver the practical collections management aspects and administration required.

Assisting the Collections Manager in delivering the sections work plan including: The management of the SCC, collections care, storage and packing, enabling access to collections and exhibitions support.

Section description             

Collections Management is responsible for the care, location, storage, packing and transport of the Horniman’s collections. We contribute to the development of procedures and standards to ensure the ongoing high standard of organisation and care of the collection.

The section supports the work of teams across the museum and is closely involved in the development of in-house exhibitions, research and documentation projects. We are responsible for the organisation and transport of loans to and from the museum and contribute to the processing of acquisitions and disposals. Based at the Study Collections Centre the section also provides access to the collections for visiting researchers.

 Main responsibilities

      Management and Coordination of Loans to and from the Horniman 35%

  • Organise and supervise the Loan In and Out schedule at the Horniman
  • Prepare objects for viewings and coordinate conservation, mount making, photography, packing and courier packs.
  • Manage Government Indemnity, insurance, loan documents, facilities reports, security arrangements, transport, legal frameworks and documentation, couriering and installation.
  • Write Trustee papers and report on the loan programme within the Horniman and to ACE in regards to Government Indemnity.
  • Develop and maintain policy, procedure and loan documentation in alignment with developments in the sector to ensure the Horniman is working within best practice and relevant legal frameworks.
  • Advise and assist Horniman staff on other loans related work / programmes when requested.

   Operational Support at the Study Collections Centre and Museum 55-60%

  • Coordinate (with Collections Manager and others) and assist with exhibitions support including decant, installation, object processing, packing, transport and preparations for layouts, etc.
  • Coordinate (with Collections Manager and others) the efficient packing, movement, storage, location and pest control of Horniman objects at the Study Collections Centre.
  • Assist in the management, preparation and packing of museum objects for movement to and from the Forest Hill site and other venues, where appropriate.
  • Record relevant object information on the Horniman’s collections management database, MIMSY XG
  • Assist with answering enquiries (internal & external) and the planning and supervision of research visitors, specialist and non-specialist groups to the SCC and the capture of information relating to objects and users.
  • Be responsible for the management, training and supervision of trainees at the SCC when funding opportunities for trainees are available.
  • Support the training and supervision of volunteers and placements at the SCC with particular regard to their input into loans support.
  • Work collaboratively with the Knowledge and Information Management (KIM) team co-ordinating regular audits to monitor location of objects and ensure that both computerised and manual records are accurate and updated regularly.  Report, investigate and resolve problems where discrepancies occur.
  • Contribute to the development and maintenance of collections management procedures and policy in line with current developments in the field of museum standards. 
  • Work with the staff of both the KIM and Collections Management teams to process new acquisitions, disposals and returns, including collection / delivery, pest control, etc.
  • Work with the KIM team to contribute to the development of MIMSY XG as an effective tool for the Collections Management section.
  • Promote the work of the Collections Management section and the Horniman on social media
  • Act as a key holder for the SCC taking responsibility for unlocking and locking the building when required.
  • Follow the handling and storage guidelines created by the Conservation and Collections Care Section
  • Any other duties reasonably requested by the line manager

  Deputising for the Collections Manager 5-10%

  • Providing cover for leave periods and other times away from the office including effective running of the SCC, booking space, answering enquiries, supervising visitors and contractors, petty cash administration, budget monitoring / ordering, occasional on-call duties, and as required generally.
  • Act as the Senior Key Holder of the SCC when required

General responsibilities

  • Act in a professional manner and uphold the Horniman’s Code of Conduct
  • Follow and promote safe systems of work and observe health and safety regulations
  • Any other duties that may be required to ensure the effective running of the SCC and the Collections Management section.

Job activities may vary and evolve over time to meet business needs.

  • Possess a qualification in Museum Studies or similar (D)
  • A current full, clean driving licence, and willingness to drive museum vehicles (D)

Knowledge and experience

  • Possess substantial relevant experience within a collections management role working on loans and exhibitions. Including the use and application of current museum standards, guidance and resources when working with museum collections. (E)
  • Possess substantial experience of handling and packing museum objects preferably from relevant collections (Anthropology / material culture, Musical Instruments and Natural History) and substantial practical experience (as well as the theory) of collections care, storage and display requirements. (E)
  • An understanding of the need for greater accessibility to museum collections by non-specialists and community audiences and an awareness of the issues and initiatives in regard to achieving this. (E)
  • A practical understanding of Health and Safety guidelines including manual handling, COSHH and the use of PPE. (E)

Skills and abilities
ICT Skills

  • Computer literate, experienced in the use of MS Office suite E.g. Word, Excel and Outlook (E)
  • Experience of using a sophisticated collections management system, ideally a relational database (E)
  • Experience of using MIMSY XG and associated software (D)

Communication Skills

  • An excellent standard of literacy and numeracy and the ability to communicate effectively, both verbally and in writing, with specialists and non-specialists. Including experience of writing effective formal reports, procedures or policies. (E)

Interpersonal Skills

  • The ability to develop positive and effective working relationships with others as part of an interdisciplinary team and to take the professional viewpoint of others into account (E)
  • The ability to negotiate with others to enable projects to succeed (E)

Personal Attributes (Role Specific)

  • Project management skills for the loans schedule and in managing and planning a diverse workload to meet deadlines. (E)
  • The ability to work in a careful, accurate and methodical way, paying attention to detail (E)
  • To be able to work independently and on your own initiative (E)
  • The willingness and ability to undertake manual duties, including handling museum objects (E)

Level of Management / Supervisory Skills

  • The ability to manage trainees and supervise volunteers, external visitors and contractors on and off site (E)

Management of Resources

  • The ability to manage resources to enable projects to proceed and targets to be met. (E)

Personal Attributes

  • An empathy  with the Horniman mission and an interest in its exhibitions, activities and events (E)
  • Commitment to equality and diversity (E)
  • Willingness to work flexibly to achieve corporate objectives (E)
  • Commitment to own learning and professional development (E)

Some evening and weekend working will be required

A basic DBS check is required for this post.

April 2019



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