23 Union Street t. 0131 557 2479
Edinburgh
e. programme@edinburghprintmakers.co.uk
EH1 3LR
contact Tues to Sat 10.00–18.00
JOB DESCRIPTION AND TERMS AND CONDITIONS
Post:
Gallery Co-ordinator
Description:
Responsible for managing reception services and for ensuring the
Gallery operates efficiently, artwork presentation is of the highest
possible quality, ensuring lighting, layout and information are optimum.
The post-holder ensures all related public events are well managed,
overseeing resources, catering, customer relations and information for
customers, captures customer data and manages customer sales. The
post-holder is responsible for artistic programme support, all
operational running of the gallery and all associated administration.
Responsible to:
Head of Sales & Development
Location:
Edinburgh Printmakers, 23 Union St. Edinburgh
Working hours:
37.5 hours per week on a shift pattern, 5 days out of 7 including
Saturdays and some Sundays throughout the year. Normal hours on a
pattern that rotates fortnightly wk1 9am – 5pm, wk2 1pm - 9pm or
11am to 7pm. Rota driven as required around events and courses and
is issued 4 weeks in advance on a 4 weekly basis.
Salary Scale:
Scale 4, £13,000 pa (Fixed Term for 12 months. Reviewed annually)
Overtime:
No overtime is paid
Probation period:
Employment is subject to a probationary period of six months. During
the probationary period, performance, conduct and attendance will be
closely monitored and any aspects requiring improvement will be
identified and, wherever possible, steps taken to rectify them. If during,
or at the end of, the probationary period, it becomes clear that an
employee is not going to be suitable then notice of early termination of
employment will be given. In this case 1 week’s notice will be given in
writing.
Annual leave:
The employee’s annual holiday entitlement calculated on a pro rata
basis. This equates to 25 working days in addition to 13 Scottish
public holidays per year.
Edinburgh Printmakers is a charity registered in Scotland as the Printmakers Workshop
Limited, Registered Company No. 044723, Scottish Charity Reg No. SC009015, Vat Reg
No. 271639642, Registered Office 23 Union Street, Edinburgh EH1 3LR, Scotland.
continued (2 of 8)
Appraisals:
After an initial briefing, the post holder will produce a scheduled work
plan and thereafter report to regular monthly meetings with Head of
Sales & Development to review progress. A formal appraisal review
will be held during the probationary period and subsequently on an
annual basis
Smoking:
EP is a non-smoking environment
1
Principle Aims of the Post
1.1
The post holder will be the first point of contact on a day to day basis, working from
the organisations Reception desk, servicing the needs and requirements of the broad
range of people who visit the gallery or use the studio. The post-holder will process the
daily dealings with artists, enquiries about education opportunities and help visitors to
enjoy their visit and get the most from it. They will be the outward facing principle contact
dealing with business professionals and manage the direction of calls to the appropriate
person within the organisation.
1.2
The post holder will work with the Head of Sales & Development and on occasions
the Sales & Development Manager to manage the recruitment, selection, induction and
mentoring of gallery interns and temporary project funded positions.
1.3
As the gallery mounts and ends exhibitions, the gallery co-ordinator is required to
physically assist the technician with the install and uninstall of the various works. In
support of this task, they will be responsible for receiving and consigning in artwork,
ensuring all checks are made in terms of quantities, value, condition and details are
recorded and signed off.
1.4
The Gallery Co-ordinator is responsible for ensuring the organisation has all the
relevant information about artworks going into consignment and on display for
consignment processing, preparation of labels and information leaflets.
1.5
The Gallery Co-ordinator may be required to patch and paints walls. They may
have to climb ladders, be able to accurately measure, space and hang artworks. In
addition, they may have to adjust lighting, positioning spotlights and changing bulbs as
necessary. Following the conclusion of an exhibition, they must manage the removal of
artwork from the gallery, storing it in its proper location or arranging for shipping as
appropriate. They are responsible for packaging artwork for shipping.
1.6
The Gallery Co-ordinator will make all the preparations necessary for the successful
delivery of gallery programme events, preparing the venue for the event, tasks may
include sweeping or mopping the floors, setting up tables or seating, preparing audiovisual equipment. They will direct caterers and oversee any set up relating to refreshments
provision. In some instances, they may serve as caterer. In this capacity, they may be
Edinburgh Printmakers is a charity registered in Scotland as the Printmakers Workshop
Limited, Registered Company No. 044723, Scottish Charity Reg No. SC009015, Vat Reg
No. 271639642, Registered Office 23 Union Street, Edinburgh EH1 3LR, Scotland.
continued (3 of 8)
involved in the purchase and preparation of food or drink that is to be served. They may
also tend a bar. Throughout the course of a gallery programme event, they will continue to
monitor service organisation and provision, be prepared to answer any questions visitors
may have about the gallery and work being presented. Following an event, they will be
required to clean the space, sweeping and mopping as necessary, clearing glasses and
dished etc.
1.7
In addition to the artistic tasks of running a gallery, the gallery co-ordinator will
perform a variety of operational duties, opening and closing the facility, answering the
telephone and responding to incoming correspondence. They will prepare brochures and
other literature for mailings/e-mailings. When prospective customers visit, they will answer
any questions they may have as far as possible or refer the question to a colleague if
necessary. They will deliver tours of the gallery for organised and ad hoc groups and
provide information about the artworks on display and the artists’ practice. They will
perform any additional ad hoc administrative tasks such as emailing, filing and
photocopying as required. In addition, they will maintain the gallery’s stock database and
customer records and archives.
1.8
The Gallery Co-ordinator work with the Sales & Development Manager to manage
customer sales and providing a high quality sales service and after sales care. They will
be responsible for direct and customer not present sales processing, packaging, shipping
and if required arranging framing.
2
Areas of responsibility and duties
The following are to be carried out in accordance with the organisation’s procedures and
Heath & Safety and Equal Opportunities Policies:

Manage and maintain records of organisational monitoring and evaluations, including
exhibition attendees, group visits, sales figures, visitor and participant evaluations,
mailing list/customer development, and any other data that you may be called upon to
collect for inclusion in reporting documents.

Maintain and update databases.

Work with the Finance Administrator to co-ordinate and administrate annual stock-take.

Maintain and update the co-publication and consignment print stock and related
databases.

Ensure attention is given to maintaining a clean tidy gallery and shop environment,
including a full stock of interpretation materials, light bulbs replaced when needed,
displays all in order for the benefit of all staff and customers.

Ensure the exhibitions are open to the public and ready to be viewed by 9.45am each
morning and any AV installed is switched on and in full working order.
Edinburgh Printmakers is a charity registered in Scotland as the Printmakers Workshop
Limited, Registered Company No. 044723, Scottish Charity Reg No. SC009015, Vat Reg
No. 271639642, Registered Office 23 Union Street, Edinburgh EH1 3LR, Scotland.
continued (4 of 8)

Ensure the shop area and browsers are displayed to the highest standard at all times
and that any shop stock sold is immediately replaced with new stock and any prints
sold are replaced along with information labels.

Manage and update Culture Label / Original Prints online pages.

Create/implement/develop new management systems for stock (e.g. reorganising
consignment stock drawers into labelled alphabetical order / moving and expanding
framing service / reorganising framing stock and racks in basement).
2.2
Personnel

Ensure all new gallery interns are sent the staff handbook.

Provide mentoring and appraisal systems for Gallery and Sales Interns,
Saturday/Weekend FOH Staff or Temporary FOH Project Staff.

Recruit and Line Manage Gallery Administration or Sales Interns, Saturday/Weekend
FOH Staff or Temporary FOH Project Staff. Provide inductions, on site training,
manage rotas, provide daily work-load in co-ordination with other members of staff.

Manage Cybertill database system, training and handbook.
2.3
Artistic Programme

Support Head of Sales & Development to ensure the effective planning and realisation
of gallery exhibitions, events and activities.

Support the Sales & Development Manager to ensure the effective planning and
realisation of shop displays, off site exhibitions, art fairs and touring exhibitions.

Be responsible for ordering necessary refreshments/equipment etc. for events in coordination with The Head of Sales & Development and other members of staff

Arrange ticket sales, catering, music, transport, health and safety, staffing, visitor figure
monitoring for events (on and off site) in co-ordination with The Head of Sales &
Development and other members of staff

Assist in technical set up of events / running of events

Prepare stock for touring exhibitions / art fairs in co-ordination with Sales &
Development Manager
Edinburgh Printmakers is a charity registered in Scotland as the Printmakers Workshop
Limited, Registered Company No. 044723, Scottish Charity Reg No. SC009015, Vat Reg
No. 271639642, Registered Office 23 Union Street, Edinburgh EH1 3LR, Scotland.
continued (5 of 8)

Support other key staff to ensure the effective planning and realisation of the artistic
and gallery education programmes

Arrange shipping of artworks for exhibition programme

Liaise with artists / galleries in co-ordination with shipping of artworks / delivery of
exhibition programme

Assist in the implementation and delivery of exhibitions and auctions (managing
stock/labels/pricelist/hanging/promotional material/liaising with artists)

Assist in research for artistic programme

Assist in programming and managing events for artistic programme under the
supervision of the Head of Sales & Development (eg. Summer Fayre, Christmas
Multiples Market, Doors Open Day)

Assist in the publishing of catalogues and promotional material for the artistic
programme.

Manage layout of lower gallery exhibiting space, to be rotated on a monthly basis in coordination with the Sales & Development Manager
2.4
Customer Care
To be responsible for dealing with the public and studio members to ensure effective
service and continued good relations:

Assist studio members in purchasing materials, paying membership & session fees and
booking equipment.

Manage bookings for the education programmes and be willing and able to discuss
education opportunities with interested parties.

Provide detailed documentation of all educational activities.

Assist in the production of supporting and interpretative material for exhibitions and
events.

Assist customers in the purchase of prints, frames etc.

Be willing and able to answer visitors' enquiries on prints or techniques.

Undertake training for each exhibition and event.
Edinburgh Printmakers is a charity registered in Scotland as the Printmakers Workshop
Limited, Registered Company No. 044723, Scottish Charity Reg No. SC009015, Vat Reg
No. 271639642, Registered Office 23 Union Street, Edinburgh EH1 3LR, Scotland.
continued (6 of 8)

Be responsible for FOH staff training for each exhibition and event.

Encourage and support visitors and groups to engage with the exhibits through ad hoc
and organised tours.

Be responsible for front of house reception duties, ensuring the gallery opening hours
are strictly adhered too and ensuring that during all gallery open hours the quality of
presentation is checked and there is continuous cover on reception; areas of
responsibility lights, signage, any digital equipment, removal of chairs if necessary,
prompt storage of deliveries, street signage, leaflets.

Manage gallery sales/shop sales in co-ordination with other members of staff.
2.5

2.6
Building
Under the supervision of the Head of Sales & Development source and employ
contractors for all gallery maintenance.
Other

Work flexibly on evenings and weekends where required for time off in lieu.

Support the Director and Head of Sales and Development with the continued
development of strategies for improvements to quality service standards, customer
care, sales development, customer development.

Other duties as required, falling within the remit of the post or as a substitute for the
above.
3
Person Specification
3.1
Essential Skills
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Good at working in a team, independently and co-operatively.
Excellent written, verbal and presentation communication skills, able to confidently
speak to groups and visitors.
Excellent attention to detail, including strong proofreading skills and accurate data
entry.
Hard working, able to multi-task, to work effectively under pressure and meet
deadlines. Able to work outside normal office hours when required and to be willing to
go the extra mile.
Excellent organisational and administrative skills, including ability to establish new
procedures.
Edinburgh Printmakers is a charity registered in Scotland as the Printmakers Workshop
Limited, Registered Company No. 044723, Scottish Charity Reg No. SC009015, Vat Reg
No. 271639642, Registered Office 23 Union Street, Edinburgh EH1 3LR, Scotland.
continued (7 of 8)
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3.2
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3.3
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3.4
Positive, adaptable attitude, able to find effective, creative solutions through problem
solving.
A self-starter who is able to work on own initiative to respond to enquiries and solve
problems
Excellent ICT skills, in particular database management and data reporting using excel,
highly proficient in MS word and email use.
Ability to train, mentor and supervise interns.
Essential Knowledge
Knowledge and understanding of printmaking processes and appreciation of EP
specialist practices and techniques.
Knowledge and appreciation of contemporary artistic practice.
Knowledge of key tasks involved in planning and delivering arts events activities and
courses.
Understanding of data analysis and evaluation to meet business needs.
Essential Experience
Experience of working for an arts organisation.
Experience of working in the visual arts.
Experience of working in sales and customers services.
Experience of records and database management.
Competencies

Self-aware, able to recognise personal emotions and effects on others, aware of own
strengths and limitations, self-confident but open to improve personal performance.

Trustworthy, conscientious, adaptable and innovative.

Highly motivated to achieve results, committed to the goals of the organisation.

Forward thinking, using initiative, positive and optimistic in outlook.

Social awareness, empathetic to others feelings and perspectives.
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Customer Service Orientation, anticipating, recognising and meeting customer needs.

Able to Manage Different Communication Styles for Different Recipients.

Social skills, able to influence through effective persuasion.

Able to negotiate and resolve situations of conflict or handling difficult customers.
Edinburgh Printmakers is a charity registered in Scotland as the Printmakers Workshop
Limited, Registered Company No. 044723, Scottish Charity Reg No. SC009015, Vat Reg
No. 271639642, Registered Office 23 Union Street, Edinburgh EH1 3LR, Scotland.
continued (8 of 8)
3.5
Education and training
Essential General Education:


Minimum GCSE grade B or Standard grade level 2 in Maths and English
Proven record of study at A Level or Higher level
Essential Specified Education:

3.6
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Minimum requirement a visual arts related degree of 2:2 or above
Personal Qualities and Circumstances Essential to Undertake the Role
A smart appearance is an essential requirement of the job to ensure customer service
expectations are met.
Friendly and approachable, flexible manner.
Calm nature under pressure.
Good general health and fitness is required to move deliveries of stock and equipment
around the building.
Availability to work out-with core hours.
Edinburgh Printmakers is a charity registered in Scotland as the Printmakers Workshop
Limited, Registered Company No. 044723, Scottish Charity Reg No. SC009015, Vat Reg
No. 271639642, Registered Office 23 Union Street, Edinburgh EH1 3LR, Scotland.