Hybrid Collections Loans Assistant presso Historic Environment Scotland

Starting salary: £27,519
Contract type: Fixed Term Appointment until 31 March 2026
Grade: 2
Location: Longmore House and Edinburgh Stores, with occasional site work
Working Hours: 28.35 hours per week
Interviews: To be held on Week Commencing 08 September 2025

Thank you for your interest in the post of Collections Loans Assistant with Historic Environment Scotland based in Edinburgh. This is a part-time fixed-term post until 31 March 2026.

You will be responsible for the day-to-day management of the inward and outward loans programme for temporary exhibitions and long-term displays as well as supporting with collections registration activities, like acquisitions, disposals and valuations.

For more information about the post and information about the team, please access the full job description for this post. Please note that if you don't have Office 365 installed on your device, this can be opened using your browser.

Benefits of joining us at Historic Environment Scotland

• Enrolment onto a Civil Service Pension scheme – 28% employer contribution
• 25 days annual leave, pro-rata (increasing to 30 days after 3 years) + 11.5 public holidays
• Reimbursement for relevant professional subscriptions
• Support for further education and personal development
• Study leave for work related courses
• Flexible working hours (where appropriate)
• Free entry to all of our properties (with up to three guests)
• Free entry to English Heritage, Manx and Cadw properties

Key Responsibilities of this role

• Monitoring and maintaining an overview of the loan renewal programme.
• Liaising with lenders and borrowers to maintain and develop programmes of incoming and outgoing loans, including preparing and issuing loan agreements, object documentation and covering letters/correspondence.
• Monitoring and maintaining insurance status of loans and applying for GIS cover from Scottish Government.
• Review object valuations and ensure HES have up-to-date valuations for all loans. 
• Work with Regional Collections Managers to get valuations for HES collections as required.
• Maintain files and collection database records related to loans, acquisitions and disposals.
• Handling and referring public enquiries made to the Collections Unit.
• Recording and tracking acquisition proposals, preparing associated documents, updating registers and maintaining digital and paper records.
• Recording and tracking disposals, maintaining associated digital and paper records.
• Courier duties as required.
• Work collaboratively and support wider work of the team when required. 
• Ensure best practice and industry standards are met for loan, acquisition and disposals workstreams. 
• Work with Collections Registrar to update relevant policies and procedures.

Key requirements of the role:

In order for you to be successful in this post, we will be looking for you to submit a cover letter which addresses how you can meet each of the essential and desirable criteria (in up to 1,200 words), using examples of where you have demonstrated these criteria previously. Please ensure that you provide real life examples for each of the criteria to be considered for this post. You can use examples of how you have met this criteria from your work life, home life, education or volunteer experience. Please read our CV and Cover Letter Guidance first before completing, as you will only be eligible for selection if you use examples of how you meet the essential and desirable criteria.

Essential:

• Sound working knowledge and understanding of museum ethics, principles and best practice.

• Knowledge of best practice in collections loans management including contractual, transport, packing, display and insurance.

• Knowledge of best practice in managing collections acquisitions and disposals.

• Meticulous attention to detail in written work and data entry.

• Relevant experience in collections information management including: data entry; working with Collections Management Systems to improve and maintain object records and files. 

• Demonstrable experience of working to programmes and deadlines.

• Excellent IT skills including email management, word processing (writing high quality reports), good knowledge of Excel and experienced in database documentation.

• Able to participate in a range of physical activities include manual handling, working at height. Reasonable adjustments to help facilitate this can be considered.

Find out more about desirable skills and experience in our full job description.

We are dedicated to building a workforce which is reflective of diversity within Scotland. We warmly welcome applications from candidates of all backgrounds, regardless of age, race, gender or gender identity, religious beliefs, marital status, sexual orientation, disability, or neurodiversity. In support of our Gaelic Language Plan, we welcome applications from Gaelic speakers.

We want every candidate to have the best chance to succeed during the recruitment process. If you require your application in an alternative format, please reach out to us via email at [email protected] or call our Head Office at 0131 668 8600 and speak to a member of our People Team.

Please note that, at this time, we are unfortunately unable to provide sponsorship as part of the recruitment process, therefore you must have current right to work in the UK to be considered for a post.

To submit your application online, please read our ‘How to Apply’ followed by ‘Apply Now’ button to begin your application.

*Due to site maintenance, please note that we are currently experiencing problems with issuing notification emails through our recruitment platform. If you have not received notification that your application has been received, please email [email protected]. We apologise for any inconvenience caused by this.*