Ingleby Gallery: Gallery Assistant & Archivist

Closing date 22 January 2024

Location Edinburgh

Type 4/5 Days (including Saturday)

Salary £28,000 per annum, pro rata


Ingleby Gallery seeks to appoint a gallery assistant to join the front of house team.

The role involves day to day administrative tasks, alongside public facing engagement with gallery visitors. The position requires someone who is willing to work on Saturdays.


Additional information:

The successful applicant must demonstrate a keen interest in contemporary art. They will have excellent time management and communication skills.

Whilst no direct experience is necessary, they will be conversant with Apple Macintosh computer systems and should have a good working knowledge of web-based applications. Experience with Adobe suite, especially Photoshop, would be desirable. They will be fully literate across a wide variety of social media platforms.

Most importantly the candidate will demonstrate a willingness to work as part of a small team in a friendly and professional manner, and with an understanding of the flexibility this demands.

Key responsibilities:

  • Providing a first point of contact to visitors to the gallery, either in person, by email or on the telephone
  • Responding to general email enquiries, including sales enquiries where appropriate
  • Assisting in maintaining the gallery e-mailing list and client data base. This includes inputting relevant data following visits from the public, on-line sales enquiries, art fair presentations
  • Processing all book sales to clients, and mailing these as required
  • Managing book stock, both in the gallery and the online store front, including management of book inventory and gallery library
  • Taking all post to post-office, as required
  • Re-sizing and archiving artwork images as required
  • Archiving installation images from other galleries or museums, and filing these appropriately, both digitally and physically
  • Preparing data for mailing exhibition notices, both physical and digital
  • Co-ordinating mail fulfilment (ie. the delivery of physical inserts and envelopes to mailing company for onward despatch)
  • Assisting with the maintenance of web listings across digital platforms
  • Assisting in the preparation of presentation materials
  • Assisting in the preparation of email campaigns
  • Preparing art fair & exhibition lists, labels and brochures
  • Assisting with updates to the gallery website
  • Assisting at exhibition openings, as required
  • Archiving all gallery notices
  • Ensuring press cuttings are obtained, scanned and archived electronically, also attached to artists page on the website and shared with artists


Please send a CV and covering letter by email to – [email protected] by 10am on Monday 22nd January, 2024.

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