Our client, an established Gallery specialising in Modern British and Contemporary art, are looking for a candidate with previous bookkeeping experience ideally in a busy commercial art gallery. The role involves working as part of a small dynamic team alongside the Founder Director, Gallery Manager, and Artist Liaison. Reporting directly to the Founder Director, you will be crucial to the smooth running of the business, primarily responsible for all financial and HR related tasks. The role requires a proactive and communicative individual able to work well independently. A team player with initiative and an eye for detail is crucial. As a vibrant and energetic workplace, the gallery runs multiple projects at once so very much look forward to welcoming someone to the team who can hit the ground running and enjoy being a key part of this creative business.
Main responsibilities include:
Financial Administration
- Bookkeeping, record keeping, and filing (knowledge of Quickbooks or Zero essential)
- Processing VAT returns and assisting end of year annual returns with accountants (knowledge of Margin scheme & ARR required)
- Scheduling and liaising on HMRC payments
- Monitoring and recording payments from clients, contacting debtors when necessary
- Responsible for completing and processing gallery artists’ settlement statements
- Providing settlement details for estates, galleries, institutions, and private collectors
- Completing bank reconciliations and profit statements
- Managing margin scheme entries in accounts system
- Filing and paying Artist Resale Rights with ACS and DACS
- Managing service contracts and paying suppliers, arranging direct debits and standing orders
- Liaising with the company accountant on all accounting matters, including assisting with personal tax returns for the Founder/Director
- Developing a regular financial reporting system with Founder Director
- Weekly cash flow management
- Responsible for upkeep of all financial filing systems
- Budgeting and forecasting for onsite exhibitions and offsite projects / art fairs
- Updating financial spreadsheets for consultancy projects
Human Resources
- Supporting Founder/Director and Gallery Manager with staffing the business
- Updating contracts, annual leave, job descriptions, and overtime
- Liaising with payroll company in overseeing PAYE and Neste Pensions
- Keeping up to date with HR related Government support and tips
- Liaising with Founder/Director on staff bonuses and salaries
Business Administration
- Responsible for contract renewals with suppliers. Eg. insurance, AML
software, IT support Artlogic, and marketing channels - Supporting pitches for new business and projects, including consultancy work
- Assisting in the proofing and editing of written material, including marketing, press releases, and printed catalogues
- General administrative support for Gallery Manager when required, including Front of House
- Continuing work with the Gallery Climate Coalition
- Leading on relevant local and national grant applications.
Start date: Early March
Commitment: 3-5 days per week
Location: Hybrid: Oxfordshire & Home Working
salary: £25k-£32k pro rata