Collections Documentation Officer

Our people are at the heart of National Museums Liverpool. Colleagues from across the organisation make a difference every day, creating memorable experiences for everyone and challenging expectations. We pride ourselves on being a place for everyone, but we are always aiming higher, aspiring to be representative of the communities we serve. Through our people, we are building a culture which embeds trust, respect and inclusion and an organisation in which people are engaged and empowered to enable National Museums Liverpool to evolve. You could be just the right person to join us.

We currently have the post(s) of Collections Documentation Officer available.

National Museums Liverpool is one of the UK’s leading museum organisations, responsible for the care and management of an exceptionally rich and diverse collection, spanning art, history, archaeology, science and culture. Across its multiple sites, National Museums Liverpool stewards millions of objects, from internationally significant artwork and maritime artefacts to natural history specimens and social history collections.

Collections information sits at the heart of making these collections accessible. We are embarking on a major project to transition our Collections Management System from MIMSY XG to a successor system.

As Collections Documentation Officer, you will play a key role in improving the quality, consistency and accuracy of collections information. Working closely with colleagues across Curatorial, Registration, Conservation and Archives, you will help prepare collections data for migration by carrying out data cleansing, records auditing and documentation activities, while supporting the maintenance of collections management and documentation standards.

To be successful in this role, you will have experience of working with a collections management system within a museum, gallery, archive or library environment. You will also have experience of collections documentation and data quality management, with strong attention to detail and the ability to identify and resolve data quality issues in line with relevant industry and national standards.

If you think you match the job description and our organisation ethos then click on the link to apply with your CV and supporting statement indicating how you meet the person specification.

Recruitment Insight Event

Want to learn more about working with National Museums Liverpool? Join us on Tuesday 20 October 2026 from 5:00pm - 6:00pm for our online Recruitment Insight event.

You’ll hear about our organisation, the work of our teams, as well as find out more about the job opportunities currently being advertised. You’ll also meet some of the staff recruiting and get the opportunity to ask any questions you may have.

This online event will be conducted via Microsoft Teams, but don't worry, you don't need to install anything - when the time comes, simply click this LINK to join.

Additional Information

Disclosure and Barring Service Checks (DBS)

National Museums Liverpool carries out checks, at a level appropriate for each role, as part of our recruitment process. Checks are completed through the Disclosure and Barring Service, following a successful interview and conditional offer. Details of these checks are restricted to the People Team and not shared with recruiting managers.

National Museums Liverpool are not currently a sponsor organisation for those applying from outside of the UK. This means that we will be unable to sponsor applications for a work visas from those who live outside of the UK and do not currently hold the right to work.

The Company has experienced unprecedented growth over the past few years. We have a vast number of employees, and provide support to clients from all over the country.

You have already applied for this vacancy, please go to your account to see your progress.

Privacy Policy

National Museums Liverpool​Privacy Statement

The following explains how we National Museums Liverpool (Controllers) intend to use the information you provide in your application, along with your rights, our reasons for requesting it and who will have access to it.

As defined by the General Data Protection Regulation (GDPR) National Museums Liverpool is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide.

The recruitment software we use via this website is supplied by IRIS Software Group Limited and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.

IRIS can be contacted at: 4th Floor Heathrow Approach, 470 London Road, Slough, England, SL3 8QY

For Data Protection enquiries, please contact the Help Desk at [email removed]

What information do we collect from you?

We collect information that is specifically provided by you as part of an application process. We will collect the following (but not limited to):

Name, address, email, telephone number

CV (if applicable)

Equal opportunities monitoring information (defined as special categories data) - this information is purely for statistical analysis and monitoring purposes

Answers to application questions

Any other information you wish to provide in support of your application

We are using Contract as our legal basis for processing, which means we can use your details and information so that we may assess your suitability for employment with us, as well as carry out our statistical analysis of recruitment.

Why do we collect this information and who do we share it with?

Details you provide in this application:

Will be held on our computer systems and may be downloaded by us

Will be used to deal with your application

Will be made available to us and our processors

Will be used for communication with you regarding the vacancy

Will be used to satisfy legal requirements

Will be used for statistical analysis

Will be held and may be used to contact you about other vacancies

We will store your application data for 6 months after the vacancy has closed. After this period, it will be fully anonymised.

We use some automated screening tools as part of this application process. The answers you provide to one or more of the questions (excluding any special categories/equal opportunity questions) may result in your application being automatically declined. This technology is used to help us manage the high volume of applications we receive and can assure applicants the same outcome would occur if we manually reviewed your application. The reason for the decline will be made available to you in your candidate account.

How can I access the information you hold about me? Your rights

We are dedicated to providing reasonable access to visitors who wish to review the personal information retained when they apply via our website site and correct any inaccuracies it may contain. If you choose to register, you may access your profile, correct and update your details, or withdraw your details at any time. To do this, you can access your personal profile by using the secure login. In all cases we will treat requests to access information or change information in accordance with applicable legal requirements.

You have the following rights in relation to the way in which we deal with your personal data:

the right of erasure or to be forgotten

the right to rectification if information is inaccura