Collections Assistant

Job Summary

Innovative, inclusive and professionally focused, Robert Gordon University (RGU) is proud to be a leading, modern, university, where everyone contributes towards impactful education and research.

The Library delivers a comprehensive range of services and resources in support of RGU's vision to be the UK's leading work-integrated university. We are an active partner in the delivery of the university's strategy, championing inclusive and sustainable approaches to all areas of our work, contributing to a diverse and welcoming campus environment, driving research and the development of a strong research culture, and are central to the provision of an excellent student experience.

Our Art & Heritage collections comprise over 8,000 objects, including work created by university educators and alumni, together with additional materials reflecting methods of teaching and study in art education, architecture, engineering, pharmacy, life science and domestic science. The collections celebrate the creative culture and talent formed in the North-East of Scotland while providing a record of industrial, pedagogical and technological change. In addition to contributing to RGU teaching and research, the collections serve as a catalyst for wider academic and community engagement, enhancing wellbeing, widening access and interdisciplinary work.

Applications are invited for the post of Collections Assistant, to join the small but dedicated team who steward these unique collections. You will assist the Collections Coordinator in the day-to-day operation of the Art and Heritage Store, supporting the storage, security, documentation and lending of collections and contributing to high standards of collections care. You will be expected to actively develop a knowledge of the items in the collection and deal with first level enquiries from staff, students and other stakeholders. In addition, you will assist with care and curation activities and promote engagement with the collections across the University and wider community.

We are looking for an enthusiastic team player with a strong customer focus and experience of working in an environment requiring a high degree of accuracy. To apply you should demonstrate:

• Clear communication skills, both written and verbal
• Capacity to be flexible and learn new skills in a changing environment
• Ability to work independently and as part of a team
• Strong organisational skills, including the ability to meet deadlines
• Demonstrable IT skills

This is a challenging and varied role. It involves regular work with physical collections including large artworks so you must be capable of carrying out manual handling activities. Knowledge or experience of working in a museums or heritage environment and possession of a full UK driving license would be advantageous. Knowledge of cataloguing standards, working with digital images, using a collections management system or of exhibition planning and installation are highly desirable.

Due to the requirement for active and hands-on work with collections, you will be expected to work mainly on campus, with limited opportunities for hybrid working in line with the University’s policy and guidance.

You will benefit from a generous pension scheme, 46 days annual leave (including statutory days) an onsite nursery and sports centre, as well as a range of voluntary health and travel benefits.

We are committed to attracting and engaging a diverse range of staff and fostering a culture where everyone feels welcome, comfortable to express their ideas, and can reach their full potential. For more information, please visit Our Diverse Workforce pages.

 

Job Description

RESPONSIBLE TO: Director of Library & Learning Services

RESPONSIBLE FOR: No supervisory responsibilities

PURPOSE OF POST: To assist the Collections Coordinator in the day-to-day operation of the Art & Heritage Store, supporting the storage, security, documentation and lending of collections and contributing to high standards of collections care. Actively develop a knowledge of the items in the collection and deal with first level enquiries from staff, students and other stakeholders. Assist with the care and curation of objects and promote engagement with the collections across RGU and the wider community.

PRINCIPAL DUTIES:

Collections Stewardship

• Contribute to the development of policies and procedures relating to Art and Heritage collections
• Carry out the care, management and security of collections in line with current procedures
• Maintain a safe, secure and tidy work area and high standards of storage, equipment maintenance and object handling
• Undertake regular audits, condition checking, environmental and pest monitoring. Report on results, implement improvements and escalate issues where necessary
• Accession new and donated acquisitions and manage disposals in line with the Collections Management and Development Policy, marking and labelling objects appropriately
• Catalogue collections to SPECTRUM standards, inputting data to the collections management system and generating reports as required
• Assist with the identification of conservation requirements and undertake cleaning of collections and storage/display areas as appropriate
• Assist with the digitisation of Art and Heritage objects, produce prints for users and maintain a good working knowledge of photography and digital imaging

Team Working

• Work collaboratively with occasional volunteers, demonstrating day-to-day activities, equipment and systems

Loans, Exhibitions and Engagement

• Promote engagement with Art and Heritage collections by contributing to a programme of temporary exhibitions, tours and ‘show and tell’ events
• Install exhibits, dress display cases and create object labels, developing an understanding of best practice in museums interpretation
• Monitor visible and UV light levels and other environmental factors in areas where collections are installed, escalating any concerns
• Assist with the installation and removal of objects on loan within the University, liaising with internal borrowers and ensuring documentation is completed in line with procedures
• Transport collections, or arrange their transportation, as required
• Contribute to the creation of rich and engaging content on social media
• Develop an in-depth knowledge of the Art and Heritage collections and deal with first level enquiries

General

• Undertake manual handling duties in line with health and safety protocols
• Keep up to date with continuing professional and technical developments in relevant areas
• Undertake the role in line with the university's core values: Our Values | RGU

This job description is not exhaustive, and the role holder may be required to undertake other relevant duties as reasonably required by the university. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve. Due to the requirement for active and hands-on work with collections, the role holder will be expected to work mainly on campus, with some limited opportunities for hybrid working.

 

Person Specification

ESSENTIAL REQUIREMENTS

Qualifications and Professional Memberships

• Educated to Standard Grade level (GCSEs) or equivalent vocational qualification.

Knowledge

• Clear communication skills, both written and verbal
• Strong customer focus
• Ability to work alone and as part of a team
• Capacity to be flexible and learn new skills in a changing environment
• Organisational skills, including the ability to meet deadlines
• Demonstrable IT skills (competent in use of MS Word, Excel and Outlook)
• Able to carry out manual handling activities

Experience

• Experience of working in an environment requiring a high degree of accuracy
• Experience of working in a team and independently

 

DESIRABLE REQUIREMENTS

Qualifications and Professional Memberships

Knowledge

• Knowledge of metadata or cataloguing standards
• Holds a full UK Driving License

Experience

• Experience of working in a museums or heritage environment
• Experience of using a collections management system
• Experience of exhibition planning, installation and picture hanging
• Experience of capturing and processing digital images

Behaviours

Behaviour 1: Communication - Ability to receive, understand and convey both straightforward information, and information requiring careful explanation, in a clear and accurate manner

Behaviour 2: Service Delivery - Experience of giving customers a positive and satisfactory service, by providing accurate and up to date knowledge of services available in own and related areas of work

Behaviour 3: Planning and Organising Resources - Experience of planning, prioritising and organising your own work or resources to achieve agreed objectives 

Behaviour 4: Decision Making - Experience of using own judgement to make decisions, making collaborative decisions with others to reach conclusions and providing advice or information that will influence the decisions of others