Exhibitions officer
National Portrait Gallery
Full time / 40 hours and 5 days per week (permanent)
£30,573.92 per annum
United Kingdom, London
We are looking for a motivated individual to join the Exhibitions Team. Reporting to the Exhibitions Manager, the Exhibitions Officer is responsible for providing full administrative and practical support to the Exhibitions Managers and the Head of Exhibitions in the realisation of the loan, touring and competitions exhibitions programme. You will be joining a small, friendly team who work across the gallery, engaging all departments in the making of exhibitions.
You will have previous experience working in an Exhibitions or Registrars Team within a Museum or a Gallery, alongside proven understanding of exhibition and industry procedures and best practice. You will demonstrate meticulous attention to detail, excellent communication and interpersonal skills, together with a high proficiency in IT packages, including Microsoft Office.
Key Accountabilities:
- Administering loan requests and managing loan forms, negotiating terms where required.
- Liaising and building positive relations with internal project team and external stakeholders e.g. lenders, transport agents, insurance agents, suppliers and others as required.
- Arranging and negotiating British Government Indemnity or commercial insurance as appropriate.
- Arranging Immunity from Seizure cover for loans.
- Collating and maintaining exhibition database on loan items (e.g. insurance, transport, display and security of loans) and circulating to relevant departments regularly as required.
- Tendering for some exhibition transport and elements of display, e.g lighting designers.
- Supporting preparation and management of transport and (de-)installation schedules for exhibitions.
- Making courier arrangements.
- Working within set budgets, preparing and managing purchase orders and invoices.
- Assisting with the two Gallery competitions.
- Working closely with Rights & Images Officer and proof image captions for the catalogue.
- Organising meetings and taking minutes.
- Departmental Administration (e.g. Travel bookings, exhibition schedules, research for the Exhibitions Department when required, responding to queries from public and colleagues etc.)
- Assisting in supervising the loading and unloading of items both in the Gallery and at other sites, ensuring that the works of art are handled safely and that no damage occurs.
- Assisting with the (de-)installation of exhibitions and displays, including supervising couriers, preparing items for display and the rooms for public use.
- Gallery and showcase maintenance checks during exhibition open period, creating routine guides for Front of House staff for each exhibition
- Courier duties where necessary.
The above list is indicative but not exhaustive. As such, in addition to the key accountabilities and responsibilities listed the post holder may be required to perform other duties commensurate with the scope and/or level of the role
Closing date
14/09/2025
Notes
Closing date for returned applications is 9:00am on September 14th.
First round interviews will take place on the 22nd of September.
About the authors & contributors
National Portrait Gallery
Founded in 1856, the aim of the National Portrait Gallery, London is to promote through the medium of portraits the appreciation and understanding of the people who have made and are making British history and culture, and to promote the appreciation and understanding of portraiture in all media.