Key Responsibilities and Required Skills for a Heritage Assistant

🎯 Role Definition

A Heritage Assistant is the operational backbone of a cultural institution, providing crucial hands-on support across collections, research, and public engagement. This role is a dynamic blend of administrator, researcher, and caretaker, responsible for the day-to-day tasks that ensure the long-term preservation and accessibility of historical artifacts, documents, and stories. Working closely with curators, archivists, and collections managers, the Heritage Assistant directly contributes to the stewardship of our shared past, making it a vital entry point for a meaningful career in the heritage sector.

📈 Career Progression

Typical Career Path

Entry Point From:

Museum or Archives Volunteer/Intern
History, Art History, or Archaeology Graduate
Library Assistant or Technician
Administrative Assistant in a cultural setting

Advancement To:

Assistant Curator or Curatorial Assistant
Collections Manager or Registrar
Archivist
Heritage Officer or Conservation Officer

Lateral Moves:

Visitor Services Coordinator
Digital Asset Coordinator
Exhibitions Technician
Education or Public Programs Coordinator

Core Responsibilities

Primary Functions

Collections Care & Preservation: Actively participate in the physical care, preservation, and preventive conservation of collection items, including proper handling, storage, and housing according to established museum and archival standards.
Cataloging and Documentation: Meticulously catalog and document new acquisitions and existing collection items using the institution's collections management system (e.g., PastPerfect, TMS, Axiell), ensuring data accuracy and completeness.
Research Support: Conduct historical and provenance research on collection objects to support curatorial staff with exhibition development, publications, and content creation for public programming.
Exhibition Assistance: Provide hands-on support for the installation and de-installation of temporary and permanent exhibitions, including handling artifacts, preparing labels, and arranging display cases.
Digitization Projects: Assist in the systematic digitization of collections, which involves operating scanners and cameras, editing images, and attaching digital files to collection records to improve access.
Public Inquiry Management: Serve as a primary point of contact for public and academic research inquiries, retrieving relevant materials and information from the collection and responding professionally via email, phone, or in person.
Reading Room Supervision: Supervise the institution's reading room or research area, ensuring the security of materials and providing guidance to researchers on handling fragile documents and artifacts.
Environmental Monitoring: Regularly monitor and record environmental conditions (temperature, relative humidity, light levels) in storage and exhibition areas, reporting any deviations to the Collections Manager.
Acquisitions and Deaccessions Processing: Assist in processing the paperwork and physical integration of new acquisitions, as well as the documentation required for deaccessioning objects in line with collections policy.
Loan and Transport Preparation: Carefully handle, condition report, and pack objects for outgoing loans and exhibitions, and similarly unpack and assess incoming items, ensuring their safe transit.

Secondary Functions

Public Program & Tour Delivery: Lead guided tours, gallery talks, and educational workshops for diverse audiences, including school groups, adults, and special interest visitors.
Event Coordination Support: Assist with the logistical setup and execution of special events, such as exhibition openings, lectures, fundraising galas, and community outreach programs.
Digital Content Contribution: Help create engaging content about the collection for the institution's website, blog, and social media channels to foster public interest and engagement.
Volunteer Coordination: Assist in training, scheduling, and supervising volunteers, providing them with clear tasks and support to ensure they have a positive and productive experience.
Administrative & Office Support: Perform general administrative duties, including filing, managing correspondence, scheduling meetings, and ordering supplies for the collections or curatorial department.
Image Request Fulfillment: Manage and process internal and external requests for image reproductions from the collection, including handling permissions and associated fees.
Library and Reference Management: Help maintain and organize the institution’s reference library, research files, and other non-collection resources used by staff and researchers.
Grant Application Support: Conduct background research and gather supporting documentation to assist with the preparation of grant applications for conservation, exhibition, or digitization projects.
Retail and Membership Support: Provide occasional backup support for front-of-house operations, including the retail shop, admissions desk, or membership services, particularly in smaller institutions.
Health and Safety Compliance: Actively participate in maintaining a safe working environment by adhering to health and safety protocols, especially when handling chemicals, heavy objects, or working at heights.

Required Skills & Competencies

Hard Skills (Technical)

Object Handling: Demonstrated knowledge of and experience with the proper, safe techniques for handling a variety of historical artifacts and fragile materials.
Collections Management Software (CMS): Proficiency or high degree of comfort in using specialized museum or archival databases like PastPerfect, The Museum System (TMS), or Axiell for cataloging and data entry.
Historical Research Methods: Solid understanding of primary and secondary source research methodologies, including how to use archival finding aids and academic databases.
Digital Imaging: Competency with digital photography and scanning equipment, as well as basic image editing software (e.g., Adobe Photoshop) for digitization projects.
Archival Principles: Foundational knowledge of archival theory and practice, including arrangement, description, and the principle of provenance.
Database Management: General proficiency in database entry and management with a high level of accuracy and consistency.

Soft Skills

Meticulous Attention to Detail: An exceptional eye for detail is non-negotiable for tasks like cataloging, condition reporting, and research where precision is paramount.
Organizational and Time-Management Skills: Proven ability to manage multiple competing tasks, prioritize effectively, and meet deadlines in a busy environment.
Communication Skills (Written & Verbal): Ability to communicate clearly and professionally with colleagues, researchers, and the general public, both in writing and in person.
Collaborative Teamwork: A positive, collaborative attitude with the ability to work effectively as part of a small, dedicated team to achieve common goals.
Adaptability and Problem-Solving: Capacity to adapt to changing priorities, troubleshoot minor issues independently, and maintain a flexible, "can-do" approach to work.

Education & Experience

Educational Background

Minimum Education:

Bachelor’s Degree in a relevant field. In some cases, an Associate's Degree combined with several years of direct experience may be considered.

Preferred Education:

Master’s Degree in Museum Studies, Public History, Archival Studies, or a related discipline.
Post-Graduate Certificate in Museum, Gallery, or Heritage Studies.

Relevant Fields of Study:

Museum Studies
History / Public History
Art History
Archaeology / Anthropology
Library and Information Science

Experience Requirements

Typical Experience Range:

1-3 years of professional or substantive volunteer/internship experience within a museum, archive, historic site, gallery, or similar cultural heritage organization.

Preferred:

Direct, hands-on experience with collections management, cataloging, and object handling is highly desirable. Experience with public-facing roles (e.g., giving tours, assisting researchers) is also a significant asset.