Visual Arts Scotland
Programme & Membership Co-ordinator
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The Programme & Membership Co-ordinator
The Programme & Membership Co-ordinator plays a central role in the day-to-day running of Visual Arts Scotland (VAS), supporting our membership and the delivery of our annual programme of exhibitions, opportunities, residencies and events. Working closely with VAS Office Holders, Council, curatorial committees, freelance colleagues and external partners, you will provide the administrative coordination that keeps our membership and programme activity running effectively. This is a varied and people-facing role for someone who is highly organised, resourceful and comfortable balancing different priorities throughout the year.
The VAS Studio (Drill Hall, Edinburgh) is our organisational hub and we are keen for the Programme & Membership Co-ordinator to use it as their main working base, alongside some remote working and attendance at exhibition venues and programme locations. This is a freelance role averaging 24 hours per week across the year. Hours will vary in line with VAS’s programme, with busier periods around open calls, selection, exhibitions and events, balanced by quieter periods. Some evening and weekend working will be required during key programme activity.
Contract: Freelance
Hours: Average 24 hours per week for a 12 Month period, with potential for rolling contract to be reviewed.
Fee: £18,720.00 equivalent to £15 per hour. (The successful applicant is responsible for their own tax & NI requirements).
Working pattern: Flexible, with a mix of studio, programme-based and remote working.
Reports to: VAS Office Holders & Visual Arts Scotland Council
Start date: September 15th (negotiable)
Application instructions: PDF Applications should be submitted to: Vice-chair@visualartsscotland.org Please email a CV along with a cover letter which includes your location, availability and interest in working with VAS. You will be also asked to complete an EDI monitoring form.
Core Responsibilities
- Membership: Act as the first point of contact for all enquiries relating to VAS membership, providing clear, personable and timely information and support.
- Exhibitions, opportunities & applications: Act as the first point of contact for enquiries about VAS exhibitions, opportunities and applications.
- Partner communication: Manage communication between VAS and partner organisations, particularly during the planning and delivery of exhibitions and collaborative activity.
- Programme planning & exhibition logistics: Assist VAS Office Holders, Council and curatorial committees with programme planning and the practical coordination of exhibitions, events and other activity.
- Exhibition administration: Manage exhibition administration, including preparing and processing applications, facilitating selection, communicating selection outcomes, organising artwork delivery, supporting private view planning, facilitating sales communications and organising the collection of artwork.
- Administrative documents: Write and prepare programme and administrative materials, including exhibition information packs for artists, application information & relevant surveys.
- Communications materials: Write and create communications materials including exhibition posters, press releases and VAS Quarterly/VIP communications, alongside other programme communications as required.
- Documentation & records: Record and maintain key exhibition and programme information, including statistics, photography, press coverage and press clippings, supporting VAS reporting and evaluation.
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General Responsibilities
- Maintain organised programme, membership and administrative records using Google Workspace and the VAS shared Google Drive.
- Represent VAS professionally and positively when working with members, artists, partners and the public.
- Handle personal and organisational information responsibly and in accordance with UK GDPR and VAS procedures.
- Support VAS’s commitments to equality, diversity, inclusion, accessibility and environmentally responsible working.
- Work collaboratively and flexibly with VAS Office Holders, Council, freelance colleagues and partners.
- Undertake other reasonable duties appropriate to the scope of the role.
Person Specification
Essential
We are looking for someone who:
- Is highly organised, detail focused and able to manage multiple priorities and deadlines.
- Is an excellent written and verbal communicator with a warm, personable and professional approach.
- Has strong administrative and digital skills and is confident using cloud-based systems such as Google Workspace. Is competent on Adobe software and able to produce marketing materials, and manipulate images for press and marketing purposes.
- Can produce clear, accurate and engaging written information for different audiences.
- Can work independently, use initiative and take responsibility for progressing their own workload.
- Enjoys working collaboratively and building positive relationships with members, artists and external partners.
- Is practical, adaptable and comfortable working within a programme where workload changes throughout the year.
- Understands the importance of accurate record keeping, confidentiality, consent and data protection.
- Is based in Scotland and able to work flexibly from the VAS Studio and at exhibition and programme locations, including occasional evenings and weekends.
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Desirable
- Experience within a visual arts, craft, cultural or membership organisation.
- Knowledge of the visual arts and contemporary craft sector in Scotland.
- Experience administering exhibitions, open calls, artist opportunities or selection processes.
- Experience using OESS or similar application platforms.
- Experience producing communications or supporting funding applications.
- An understanding of exhibition logistics and artwork sales.
About You
We are keen to work with someone who is passionate about our members and excited by the programme and opportunities VAS creates for artists and makers across Scotland. Someone approachable, thoughtful and resourceful, who enjoys working with people and being part of a small, collaborative organisation.
The role brings together people, communication and practical organisation, so an ability to move comfortably between member enquiries, exhibition administration, partner relationships and the changing needs of a busy programme is important. We value warmth, initiative, attention to detail and a willingness to get involved and find solutions when needed. Experience can come from many different places. If you have relevant or transferable experience that you feel would bring something valuable to the role, please tell us about it in your cover letter. We are interested in hearing about your experience, but equally in understanding your approach, what interests you about VAS and why working with our members and programme appeals to you.
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