Visual Arts Scotland Vacancy
Programme & Membership Co-ordinator
Job Description – 2026
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
(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)
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.
About the Role
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 co-ordination 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.
Application Deadline: Friday 4th September, 5pm
PDF Applications submitted to: Vice-chair@visualartsscotland.org
Please complete an EDI Form Link Here and email a cover letter including your location and
availability and your interest in working with VAS, as well your CV.
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 co-ordination 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.
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.
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.
https://drive.google.com/file/d/15seeP8zKKj83KWjhs0yIZ7o_rWQYpNgo/view