Apprentice Business Administrator

General Gallery Duties

• Organising physical and digital files (contracts, invoices, certificates of authenticity, insurance docs).
• Maintaining a consistent naming/folder structure so anyone can find documents.
• Archiving past exhibition records, sales paperwork, photos, videos and correspondence.
• Maintain cleanliness of gallery floor and general areas.
• Enquiries & Communications.
• Act as first point of contact for email and phone enquiries from collectors, artists, and visitors.
• Respond to or route enquiries promptly and professionally.
• Maintain a shared inbox and ensure nothing falls through the cracks.

Expenses & Finance Admin

• Processing supplier invoices and passing them to the bookkeeper/accountant; tracking petty cash.
• Raising sales invoices to clients and following up on payment.
  HR-adjacent admin.
• Maintaining staff records, holiday/absence tracking.
• Arrange and coordinate training sessions for gallery staff (sales technique, CRM use, health &
  safety, etc.).
• Maintain training records and onboarding materials for new starters.
• Ordering office and gallery supplies (stationery, packaging materials, wine for openings).
• Managing supplier and vendor relationships (couriers, framers, printers, repairs/maintenance).
• Handling post and deliveries.
• Basic facilities coordination (maintenance requests, security/alarm codes, keyholding).

Insurance & Compliance

• Keeping artwork insurance and public liability policies up to date.
• Maintaining health & safety records.
• GDPR-compliant handling of client/collector data in the CRM.

CRM & Client Management.

• Manage and maintain the gallery’s HubSpot CRM: contacts, deal pipelines, collector history, and mailing lists.
• Keep client and artist records accurate and up to date.
• Support marketing with segmented email lists and campaign data.

Diary & Scheduling

• Manage the Gallery Director’s diary and gallery-wide calendar (studio visits, viewings, private views, install/de-install dates, venue hire bookings), eg: using Calendly.
• Coordinate meeting and appointment scheduling across staff and external contacts.
• Book couriers, framers, and other third-party services as needed.

Artist Contracts & Administration

• Manage, track, and file artist consignment agreements and exhibition contracts.
• Maintain a record of commission rates, payment terms, and contract renewal dates.
• Liaise with artists on paperwork, insurance documentation, and logistics.

On the job training delivered by the employer.

Apprentices without Level 2 English and maths will need to achieve this level prior to taking the end point assessment. For those with an education, health and care plan or a legacy statement, the apprenticeships English and mathematics minimum requirement is Entry Level 3.

Allocation of an apprenticeship delivery coach who will carry out regular training.

Assessment and support visits to ensure you acquire new learning, knowledge skills and behaviours in order to progress and develop.

Identify, track and support 6 hours off the job training activities.

Quarterly formal progress review meetings, identifying learning achievements and next steps.

We are looking to develop the role into a permanent position when the time is right.

• Flexibility in working hours may be required at times, possibly including occasional weekends and evenings.
• Willingness and ability to travel throughout London as required.
• A commitment to safeguarding vulnerable adults and children and young people.

20 days holiday, which includes 5 days that must be taken between 26 December and 3rd January.

CasildART is a not-for-profit London-based contemporary Black art gallery dedicated to promoting emerging and established artists, with a particular focus on African, Caribbean and Diaspora art and culture.
Through exhibitions, artist representation, corporate partnerships, creative workshops, educational programmes and cultural events, we create opportunities for artists to grow their careers while making art accessible to diverse audiences.
Our activities span:
Contemporary art exhibitions.
Artist representation and development.
Corporate art events and creative experiences.
Community engagement and outreach programmes.
Arts education and workshops.
Cultural heritage projects.
Art consultancy and commissions.
Venue hire and bespoke cultural programming.
Our mission is to champion diverse artistic voices, support creative talent, and use art as a catalyst for self-knowledge, education, cultural understanding and social connection. We believe art has the
power to inspire, challenge and bring communities together.