Creative Coordinator

Freelands Foundation

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Role: Creative Coordinator

Reports to: Creative Director

Salary range: (Dependent on experience) Pro rata £20,800 - £24,000 4 days a week; £26,000 - £30,000 5 days a week

Working hours: Normal working hours are 10:00 – 18:00, with some flexibility required

Contract: This is a permanent position, with requirement for 4 days per week

The Freelands Foundation is a charitable foundation focused on supporting the visual arts in the UK. The Foundation supports artists and cultural institutions, with a mission to broaden audiences for the visual arts and enable all young people to engage actively in the creation and enjoyment of art. The Foundation’s goal is to tackle the critical issues which are limiting our society’s access to the benefits of art and culture, from the inequality of access to art education in schools, to the lack of sufficient support for female and emerging artists.

  • The Foundation is looking for an enthusiastic individual to take up the newly created role of Creative Coordinator; The successful candidate will play a key role in supporting the creative team in an operational and logistics capacity; The candidate will also be responsible for line managing the Front of House team and looking after the gallery space

Management of Front of House team (currently team of six)

  • Managing staff availability and organising rota for any FOH shifts

  • Working with Head of Finance to submit accurate payroll information

  • Recruitment of any new FOH team members as required

  • Working with wider Foundation team to organise and coordinate delegation of work for FOH team on a weekly basis

  • Working with exhibition curator to brief FOH team for each exhibition

Event logistics management

  • Maintaining a stock list for event refreshments, and ordering any necessary items for each PV and event

  • Managing FOH staff for PVs and events, ensuring correct support is on hand and that each individual has been delegated their specific responsibilities

  • Liaising with the cleaning company regarding PVs and events

  • Liaising with other tenants regarding PVs and events, ensuring door lock timings are correctly set

  • Ensuring wider team is informed of upcoming events and PVs and events, through both emails and diary invitations

  • Setting up space for PVs and events and reorganising space afterwards


  • Supporting Creative Director and curators in logistics relating to exhibitions, including transportation of borrowed works

  • Maintaining gallery environmental reports, including collating relevant data

  • Managing insurance coverage relating to exhibitions for each show; Maintaining insurance register for all works covered during the year and liaising with art insurance company annually to provide information for premium calculation and renewal

  • Working with technician team to maintain gallery, Reading Room and workshop spaces, and ensuring that spaces are tidy and well presented at all times

  • Responsible for maintaining outside storage spaces

Exhibition reports

  • Collating data relating to events and exhibitions

  • Writing and designing report for each exhibition

  • Working with editor, copy-editor and designer to produce report

  • Provide organisational support for archiving

Reading Room

  • Overseeing the Reading Room – ensuring space is tidy and books and periodicals are organised

  • Working with the Creative Director, Head of Education and curators to ensure relevant texts are ordered and labelled appropriately, reflecting the programme

  • Cataloguing each new addition and maintain a database

  • Maintaining subscriptions to periodicals and ensuring they are correctly archived

  • Ensuring Reading Room is set up for each weekend when the space is open to the public, and returned to meeting space for the week

  • Oversee book sales, with responsibility for Paypal account

Administrative support to Creative Director and Creative team (currently team of six)

  • At least 2 years of previous experience working on events coordination and production within an arts or cultural organisation

  • Operational experience in overseeing the logistics involved in organising and producing a public facing event

  • Hands on experience of managing a small team is desirable but not essential

  • Interest and experience in the day to day running of an art gallery

  • Interest and experience in working directly with the public

  • Ability to collate data and produce clear and well written reports

  • Highly organised and detail orientated with an ability to work across a range of different areas simultaneously

  • Must thrive in a small but growing team environment, with the ability to get involved with a variety of tasks

  • Proactive approach to carving out role to ensure that best practices and processes are put in place

  • Knowledge of contemporary art and a keen interest in art education

  • Degree or equivalent

  • Knowledge IT / IS literate and able to use MS Excel and Word confidently.

  • The appointment is subject to a DBS check, and only candidates who pass the check will be offered employment

How to Apply

Please submit a CV and cover letter by email to

DEADLINE: Friday 21 February 2020

Interviews for successful applicants will be held on 17 March at the Freelands Foundation. Candidates selected for an interview will be informed by 3 March.

Posted on January 29