Collections Coordinator

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 Coordinator, to join the small but dedicated team who steward these unique collections. You will manage the day-to-day operation of our store, supervise the work of the Collections Assistant and occasional volunteers and coordinate the storage, security and lending of collections while maintaining high standards of collections care. You will create, update and quality check records on the collection management system ensuring that collections are discoverable. You will ensure effective promotion and engagement with A&H collections to enhance learning, teaching, research and to raise the profile of RGU locally, nationally and internationally.

We are looking for an enthusiastic team player with a strong customer focus, and substantial demonstrable relevant work experience in a museums or heritage environment.

To apply you should demonstrate:

• Knowledge of best practice in collections management and care
• Experience of using a collections management system
• Experience of exhibition planning, installation and picture hanging
• Experience of capturing and processing digital images
• Excellent organisational skills
• Effective supervisory skills

This is a challenging and varied role. You should be a confident presenter with clear communication skills, able to work with a range of stakeholders across the university and wider regional and cultural communities. Problem solving ability and demonstrable IT skills are essential. The role involves regular work with physical collections including large artworks so you must be capable of carrying out manual handling activities. Knowledge of SPECTRUM standards and possession of a full UK driving license would be an advantage.

Interested candidates are welcome to contact Jennifer Louden, Director of Library and Learning Services at j.louden@rgu.ac.uk, for an informal discussion.

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.

In keeping with RGU's commitment to work/life balance 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:

PURPOSE OF POST: Manage the day-to-day operation of the Art and Heritage (A&H) Collections Store, overseeing the work of the Collections Assistant and occasional volunteers and coordinating the storage, security and lending of collections while maintaining high standards of collections care. Create, update and quality check records on the collection management system to ensure that collections are discoverable. Promote engagement with A&H collections to enhance learning, teaching, research and to raise the profile of the University locally, nationally and internationally.

PRINCIPAL DUTIES:

Collections Stewardship

• Contribute to the development of policies and procedures.
• Carry out the care, management and security of collections in line with procedures.
• Oversee the maintenance of the Collections Store, ensuring a safe, secure and tidy work area and high standards of storage and object handling.
• Oversee the work of the Collections Assistant in relation to audits, condition checking, environmental and pest monitoring, providing guidance and liaising with Estates/external contractors as necessary.
• Accession new and donated acquisitions and manage disposals in line with institutional policy, marking and labelling objects appropriately.
• Conduct occasional provenance research in compliance with due diligence procedures and best practice.
• Catalogue collections to SPECTRUM standards, inputting data to the collection management system, editing and enhancing records to aid discovery.
• Assess and record conservation requirements and coordinate treatment, liaising with external specialists as required.
• Photograph and digitise objects, ensuring these are discoverable and accessible via the digital archive. Secure image and copyright permissions and facilitate the provision of copies to users and other stakeholders.
• Work with the Director of Library & Learning Services to maintain accredited museum status.

Team Development

• Oversee the work of the Collections Assistant, providing advice and ensuring team tasks are carried out to required standards.
• Monitor and advise volunteers, carrying out inductions, demonstrating tasks and providing training on day-to-day activities, equipment and systems.

Loans, Exhibitions and Engagement

• Promote engagement with A&H collections through loans to internal and external venues, individual viewings, group visits and temporary exhibitions.
• Ensure effective coordination and documentation of internal and external loans, arranging object transportation, contracts and loan agreements where needed.
• Contribute to exhibition and display planning, proposing suitable themes/content and liaising with academic staff, the Look Again Director and other internal and external stakeholders.
• Oversee the preparation, correct handling, suitable mounting and preventative conservation of exhibits.

• Proactively check and maintain objects on display, monitoring local environmental conditions and escalating concerns.
• Create object labels and use knowledge of best practice in museum interpretation to engage diverse audiences with A&H collections.
• Coordinate marketing and the production of promotional materials and work with the Collections Assistant to create rich and engaging content on social media.
• Research and reply to verbal and written enquiries.
• Play an active role in sectoral networks to raise the profile of RGU A&H Collections, keep abreast of developments, potential projects and funding opportunities.

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 and use these to inform service development.
• 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.

 

Person Specification

ESSENTIAL REQUIREMENTS

Qualifications and Professional Memberships

• Educated to HNC, NVQ3 or equivalent standard

Knowledge

• Knowledge of best practice in collections management and care
• Clear communication and presentation skills
• Strong customer focus
• Effective team working skills
• Ability to plan, organise and prioritise own and others’ work, ensuring operational objectives are met
• Problem solving capability including ability to deal with/react to unforeseen problems or issues
• Effective supervisory skills
• Demonstrable IT skills (competent in use of MS Word, Excel and Outlook)

Experience

• Substantial demonstrable work experience 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
• Able to carry out manual handling activities

 

DESIRABLE REQUIREMENTS

Qualifications and Professional Memberships

• Degree in Museum or Heritage Studies or arts-related discipline

Knowledge

• Full UK Driving license

Experience

• Experience of cataloguing to SPECTRUM standard
• Project management experience

Behaviours

Behaviour 1: Service Delivery - Experience of exploring and adapting a service to meet customers’ expectations and also identifying ways of improving standards 

Behaviour 2: 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

Behaviour 3: Team Development - Experience of providing advice or guidance to new starts delivering training or instruction to others on specific tasks or activities 

Behaviour 4: Liaison and Networking - Experience of circulating information in an accurate and timely manner and working across team boundaries to build and strengthen working relationships

Behaviour 5: Communication - Ability to receive, understand and convey both straightforward information, and information requiring careful explanation, in a clear and accurate manner

Behaviour 6: Planning and Organising Resources - Experience of planning, prioritising and organising your own work or resources to achieve agreed objectives