Job description

Job Title:

Location:

Hours:

Loans Coordinator

Burlington House, Piccadilly, London

Part-time position (21 hours per week)
Contract: 7-month fixed-term

Reports to:

Head of Collections and Library

Relationships with others:  Part of a Library and Museum collections team of 6 staff. May
work in direct contact with Museum visitors and researchers,
Fellows of the Society, and other staff of the Society

Salary:

Job Summary

Pro rata £29,500 p/a
(equivalent of £17,700 p/a for 21 hours per week)

The Society of Antiquaries is seeking to appoint a part-time Loans Coordinator to join the
Collections team. Reporting to the Head of Collections at Burlington House, the Loans
Coordinator will play a key role in improving access to the collections held both at Burlington
House in London and Kelmscott Manor in Oxfordshire by processing loan requests and
renewals and updating historic loans documentation. On a day-to-day basis this work will
involve liaising with borrowers from the UK and overseas on behalf of the Head of
Collections at Burlington House and supporting the Curator at Kelmscott Manor.

The purpose of this role is to raise the profile of the Society’s unparalleled collections
through loans to museums and galleries worldwide. In doing this, we aim to increase our
engagement with new audiences as well as Fellows and Affiliate Members of the Society.

The Collections

The Society's collections comprise printed books (from 15th century to the modern day), the
Society’s archives (from 1707 onwards), manuscripts (from 10th century to 20th century),
periodicals (historic and current holdings), prints and drawings, brass rubbings,
archaeological artefacts spanning the Prehistoric to the early modern period, paintings, seal
impressions, ceramics and textiles. Our diverse collections are of interest to a wide range of
researchers and audiences worldwide. At Kelmscott Manor the collection largely comprises
furniture, paintings and drawings, textiles, metalwork and ceramics owned, designed or
made by members of the Morris family and their circle.

Main activities and responsibilities
Exhibition and research loan administration

Loans Coordinator job description October 2025

To administer all operational aspects of exhibition and research loan requests. This is likely
to involve, but is not limited to:

•  corresponding with borrowers, the Head of Collections at Burlington House and

the Curator at Kelmscott Manor

•  ensuring documentation is completed and signed
•
•  ensuring appropriate insurance/ indemnity cover is in place for all objects on loan

reviewing and amending loan contracts

to and from the Society

•  obtaining up-to-date valuations for loan objects
•  arranging conservation assessments by external conservators and organising

treatment where necessary

•  organising packing and transportation/logistics in compliance with licenses and legal

requirements

•  organising couriering of loan objects
•  arranging professional photography of loan objects and/or assisting/providing support

in arranging photography of other objects

•  assisting with collections movement and packing
•  ensuring location tracking of objects is kept up to date throughout the loan

process

•  maintaining detailed loan files
•  updating the status of loan objects on the Collections Management System
•  assisting with financial administration such as processing invoices and budget

monitoring

•  contributing to papers on loans for the Library & Collections Committee

Historic and long-term loans management

•
•
•

identifying and resolving gaps in documentation
liaising with borrowers to update information and renew loan agreements
liaising with lenders of long-term loans and renewing contracts

Other duties

•  To assist the Head of Collections at Burlington House and the Curator at

Kelmscott Manor with other projects as required

•  The role will be based at Burlington House, in London, and can involve hybrid

working

•  The role may require travel to Kelmscott Manor in the Cotswolds on occasion
(accessible by public transport with travel costs covered by the Society)

PERSON SPECIFICATION

Essential
Education/Qualifications
Good general education including
GCSEs or equivalent

Experience/Knowledge

Desirable

Undergraduate degree in a related
subject such as history, fine art or art
history

Loans Coordinator job description October 2025

Experience in administration for loans,
exhibitions or other collections-based
documentation

A demonstrable understanding of
UKRG reports, insurance
documentation, compliance, license,
and Government Indemnity Scheme
requirements

Experience of working with a wide
range of museum and library objects

Experience of small project
management/oversight and writing
short reports

Experience in working for museums,
libraries, galleries or fine art logistics
companies, or volunteering in a
collections-based role
Experience of working with a museum
Collections Management System
(CMS) or similar application/database
Awareness of good handling practice
and conservation guidelines for library
and museum collections
Sound knowledge of Microsoft Office
365 applications, with knowledge of
Excel to an intermediate level with the
ability to filter, order, and interrogate
data

Skills
Strong organisational skills and
excellent attention to detail
Ability to prioritise
Excellent verbal and written
communication skills
Interpersonal skills
Good interpersonal skills with the ability
to maintain a calm, approachable, and
professional manner, representing the
Society appropriately at all times

Particular circumstances to this post
Demonstratable interest in aspects of
the Society’s collections
Personal attributes
Ability to work effectively both alone
and as part of a team is essential. Self-
motivation and initiative will be required
for the accomplishment of tasks that
can be repetitive

Manual dexterity and a degree of
physical fitness is required. Aspects of
the role will be physically demanding
with some heavy lifting occasionally
required

Hybrid working:

Loans Coordinator job description October 2025

The Society welcomes hybrid and flexible working. For this part-time role, we ask that the
post-holder usually works on site for a minimum of two days per week, ideally including
Wednesdays. Daily core hours have a degree of flexibility, to be discussed with the Head of
Collections.

Loans Coordinator job description October 2025