Employment Information Package. Registrar

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1 Employment Information Package Registrar

2 Job Title: Contract status: Reports to: Location: Registrar Permanent, full-time Head of Collections, Chester Beatty Library Chester Beatty Library, Dublin Castle, Dublin, Ireland Date: June 2016 The Chester Beatty Library The Chester Beatty Library contains a world famous collection of manuscripts, prints, miniature paintings, early printed books and objets d art from countries across Asia, the Middle East, North Africa and Europe. The Collection is principally focused on the written word and its associated painted and printed images. The Chester Beatty Library is one of Ireland s national cultural institutions. It is a public charitable trust established under the will of the late Sir Alfred Chester Beatty and is governed by a Board of Trustees. Our mission is to maintain and preserve the Library s collections and to make them available in the most appropriate ways for the use and enjoyment of the public and for scholarly study and research, in order to promote a wider appreciation and understanding of the international cultural heritage embodied in the collections and to foster relations between Ireland and the peoples whose cultures are represented in the collections. For more information on the Chester Beatty Library, its holdings and a full schedule of events and activities please visit Summary Job Purpose The new position of Registrar provides an exciting opportunity for an experienced museum professional to establish the registrar s office at the Chester Beatty Library. Reporting to the Head of Collections, the Registrar will be responsible for the development and operation of the office in accordance with international museum standards, including collections registration, co-ordination of all collection movement, as well and arranging all logistical, contractual and insurance matters relating to the Chester Beatty Library s exhibitions and loans programme. At present, these duties are covered by several different areas: including conservation, curatorial, and rights and reproductions. In the lifetime of our current Strategic Plan , the Library is committed to making the Collections available online. Hand-in-hand with this is the in-house digitisation of the collections, which we will commence in In addition to creating and preserving digital content, the Library will seek to make this content available in the most accessible and

3 appropriate ways, given its resources. The Registrar will work closely with the newly formed Digital Team to achieve this. The Chester Beatty Library is a collaborative organisation and the global nature of the collections are reflected in our multicultural and intercultural programming. The successful candidate will be a member of the management team and an energetic and self-motivated individual with a passion for the arts and excellent interpersonal skills. S/he will form part of a small but dynamic team with the flexibility to adapt to the Library s constantly changing environment. Key Responsibilities The post-holder will be responsible for the overall management and co-ordination of all registrarial procedures relating to the care of the Chester Beatty Collections and its programmes of displays, loans and acquisitions. Duties will include but are not limited to the following: Leading and overseeing the establishment of the Registrar s office Developing, managing and maintaining the CBL s collections management system (Adlib), including all associated documentation (both paper-based and electronic), location controls and audits Developing, managing and maintaining procedural manuals, data standards and terminology controls Managing all outgoing CBL loans Manage, in consultation with the Collections Team, all arrangements for in-house temporary exhibitions and rotation of the permanent displays Development of online access, working with the Collections and Digital teams Communicating and liaising with staff within the CBL Building relationships with external bodies and representing the CBL on relevant boards and committees Such other duties as may be assigned from time to time by the Head of Collections or Director

4 Main Activities Movement of Collections and support for Exhibition and Loan programmes Co-ordinate all requests for objects for display/ loan/ potential acquisition and liaise with colleagues in other departments, including Conservation, Curatorial and Digitisation, over suitability and availability of individual works Co-ordinate internal movement of objects between storage and the Library s galleries, digitisation and reading rooms Work closely with colleagues in Conservation to ensure that objects are packed, moved and installed safely and in accordance with CBL policy and procedures Procure and arrange transport and liaise closely with agents over packing, handling and other requirements Liaise with the relevant CBL staff and with borrowers, lenders, donors, dealers and artists to negotiate contractual agreements Draft contractual letters and scrutinise insurance and legal documents, including loans and acquisition agreements Manage import/export arrangements, customs procedures, security clearance, government indemnity and commercial insurance Verify that borrowing institutions meet all requirements for insurance cover, security, handling, display and environmental conditions, as required Supervise the tracking of all object movements between loan locations Make courier arrangements and act as a courier when required Co-ordinate management of the Library s off-site storage facility with the Facilities & Security Manager Documentation, Standards and Procedures Make an active contribution to the development, implementation and communication of new registrarial policies and procedures Train and support colleagues in Collection management and other departments in the use of agreed procedures Create and update records in CBL s collection management system for concise cataloguing and internal/ external object moves Supervise the quality of data in the collection management system to ensure that object location and component information for objects is up-to-date, accurate and complete Plan and implement physical inventories and audits Ensure that all paper and electronic records are kept in accordance with CBL s statutory obligations under the Public Records, Data Protection and Freedom of Information Acts and other relevant legislation, in liaison with the Head of Collections Provide reports and statistics to the Head of Collections, as required

5 Required Skills Essential Educated to degree level in a relevant discipline in the Arts, Humanities or Sciences Significant experience (minimum five years) of working as a registrar within a major museum or gallery with proven experience in dealing with contracts or other legal agreements Experience of supervising complex tasks and the ability to solve problems pragmatically and through negotiation, prioritising the care of works of art Experience of working to national/international museum standards for transportation, packing, handling and environmental requirements, including good knowledge of government indemnity and commercial insurance Ability to work accurately, pay attention to detail and apply judgement with a commitment to quality control Proven experience of auditing, documentation and cataloguing, including using a collection management database Good numeracy skills and experience of producing statistical reports Highly effective organisation and planning skills - the ability to remain calm and focussed while working under pressure Flexible approach, able to work as part of a multi-disciplinary team and on own initiative Strong interpersonal skills, with the ability to communicate diplomatically and effectively at all levels, both internally and with external contacts An interest in and commitment to the work of the Chester Beatty Library Desirable Higher degree or additional qualifications in related fields (either in one of the Museum s curatorial areas, museology, archives, librarianship or collections management) Experience with Adlib or a comparable collections management system Knowledge of the collections of the Chester Beatty Library Good professional network Experience of exhibition development Experience of drafting strategies, policies, reports and plans Experience of procurement and contract management

6 Salary An incremental salary scale applies and all new entrants from outside the Irish public/civil service will be required to commence employment at the minimum point of the scale which is 54,470 per annum. They will also be required to join the Single Public Service Pension Scheme. For existing Irish civil/public servants, the salary scale of 57,534 to 65,000 applies, subject to approval of the Department of Public Expenditure and Reform. Annual Leave The annual leave allowance will be 29 working days a year, subject to the usual conditions regarding the granting of annual leave, is on the basis of a five day week and is exclusive of the usual public holidays. Application Instructions To apply, interested candidates should submit a cover letter expressing interest in the position and outlining relevant experience, together with a complete curriculum vitae and the names and contact information (mail, and telephone numbers) of three professional references to: Mary Corless Human Resources Manager Chester Beatty Library Dublin Castle Dublin 2 Ireland Or by to: with Registrar in the subject line Closing date for receipt of applications is 5pm on Friday 26 August 2016 Interviews will ideally take place at the Chester Beatty Library in September Canvassing will disqualify. Referees will not be contacted until the search committee has informed the candidate of doing so. The Chester Beatty Library is an equal opportunities employer. Please note: All data received relating to the application will be held in line with the Library s record retention policy.

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