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Registrar Administrator

Job details

New Zealand Portrait Gallery Trust
17 Nov 2017
Work type
Full time employment
Work classification
Visual Arts


The Registrar and Administrator supports the Director in all aspects of the management of the Gallery’s collection, and its artistic activities as well as the administration and day-to-day running of the Gallery. The role is approximately half registrar and collection related work, and half gallery administration.

The position could be part time.
Our ideal candidate will have a relevant tertiary qualification; broad knowledge of New Zealand art, history, and culture; proven administrative skills; and experience of working in a gallery or museum.

Essential knowledge and experience

Essential knowledge and experience for the position includes:

• experience of working in a gallery or museum, particularly in the area of collection management
• a broad knowledge and understanding of New Zealand art, history and culture
• proven experience in building and maintaining effective relationships with people at all levels
• excellent written and oral communication skills
• highly developed interpersonal and representational skills

Key competencies and personal attributes

• outgoing, confident personality; ability to relate to all individuals and organisations relevant to the NZPG
• self-starter; ability to set priorities, and to find solutions to problems
• ability to think analytically and strategically about issues, and to express ideas clearly
• a careful approach and attention to detail

• willingness to tackle any issue, however mundane 

• commitment, enthusiasm and energy
• excellent time management skills
• ability to work both independently and as part of a small team
• IT competence, including proficiency in Microsoft applications

Specific Position Responsibilities

The specific duties of the Registrar and Administrator are set out below.

Management of the Gallery’s Permanent Collection

 Be responsible for the care and protection of the permanent collection, including preventative conservation

 Maintain an accurate collection database, both electronic and physical, including research and photographic record

 Co-ordinate inwards and outwards loans from collection

Co-ordinate with and support the Director on exhibitions and Gallery events

 Liaise with the Director and other parties in all areas of exhibition development

 Provide registrar service, including loan requests, arrival and despatch of works of art and maintain accurate records for each exhibition and its contents

 In conjunction with the Director, co-ordinate the installation and de-installation of exhibitions, including the supervision of appropriate staff, handling and moving of artworks, and liaising with appropriate contractors

 Supervise and co-ordinate exhibition openings

• Manage the administrative and registrar aspects of the biennial Adam Award competition and exhibition

• Support the Director in developing budgets for exhibitions by liaising with suppliers, obtaining and assessing quotes, and reconciling expenditure against budget

Management of the Gallery building

 be responsible for the day-to-day running of the building, including opening and closing security, Gallery maintenance and operating systems, ensuring that any faults or repairs are addressed efficiently

 Liaise with appropriate contractors and the building owner on annual inspections and maintenance as required

 In conjunction with the Director, be responsible for maintaining the calendar of the external hireage of the building for events and exhibitions, including preparation of hireage agreements and hireage invoices. Liaise with the hirer and their contractors and manage all aspects of their hire, ensuring the Gallery is in a clean and tidy state post-function. Report quarterly to the Administration Committee on income from hireage, on forthcoming events, initiatives to increase hireage and any issues that have arisen

 For Gallery events and functions ensure that the arrangement of the Gallery is as required, including set-up of any electrical or audio equipment

information management and administration

 In conjunction with the Audience Engagement Officer maintain the Gallery’s website and its database, and arrange mailouts of Gallery communications

 In consultation with the Donor Support officer and the Treasurer, co-ordinate benefactors’ details including banking of donations, issuing of receipts and maintaining an accurate record of all donations

 In conjunction with the Treasurer and Director ensure that financial protocols are followed, including approval of incoming and outgoing invoices and payroll and be responsible for routine matters affecting the Gallery’s accounts

 Be responsible for Gallery equipment and systems and for ensuring they are fixed or upgraded as required, in consultation with the Administration Committee as appropriate

 Ensure that supervisors keep the Gallery in a clean and tidy state as required

 Be responsible for ensuring that the Gallery’s health and safety plan is fully implemented, that staff and visitors are briefed on requirements; prepare a quarterly report to the Administration Committee on health and safety issues

 Attend meetings of the Gallery’s Administration Committee, and other Committee meetings as required

• Support the Director in providing advice and guidance to interns

 In consultation with the Treasurer and President of the Friends’ Association, provide office support as required to the Friends including maintenance of Friends’ details on the Gallery database

 Other administrative tasks as directed by the Director and Management Board. This may, on occasion, include deputising for the Director.

How to apply

Applications close at 5.00pm on Friday 17 November 2017. Please submit your C.V and Cover letter to admin@nzportraitgallery.org.nz.

Written by

New Zealand Portrait Gallery Te Pūkenga Whakaata

18 Oct 2017

Encounter stories of New Zealanders through the art of portraiture For more information - http://www.nzportraitgallery.org.nz/ Visit us -