VAR administrator

Main Duties

• Selection and Documentation
  • Assist in design of selection criteria for artist residents
  • Manage the intake and screening of residency applications against defined criteria, liaising with DFF Trustees and art professionals
  • Coordinate shortlisting, studio visits, and selection process
  • Maintain records of applicants and decisions
• Artist liaison and communications
  • Serve as the primary point of contact for residents and applicants
  • Coordinate onboarding and regular check-ins
  • Respond promptly to inquiries and maintain clear, professional communications
• Administration of resident contracts
  • Assist in completion and processing of Residency Contracts
  • Manage contract calendars (start/end dates)
  • Manage personal information required for contract fulfilment
  • File and archive contracts in accordance with policy and privacy standard
• Database management
  • Maintain and update resident/artist information
  • Ensure data quality, consistency, and privacy compliance
• Website oversight and content management
  • Design and implement improvements to VAR website
  • Update residency-related pages and content
• Social media and communications management
  • Monitor compliance of any Resident social media relating to VAR
  • Create social media content relating to residents and the residency
  • Respond to comments and requests for information, logging interested artists
• Development and engagement support
  • Assist with fundraising campaigns and donor/partner communications
  • Support engagement initiatives with audiences, participants, and communities
  • Help prepare donor reports or impact summaries as required
• Event planning and execution
  • Assist in planning and coordinating events (e.g. talks, open studios, exhibitions)
  • Assist in logistics: invitations, RSVPs, venues, AV, catering, staffing, and risk management
  • Assist in budgets, timelines, and post-event follow-up
• Administration
  • Organise meetings
  • Co-ordinate Trustee diaries
  • Maintain contact list
  • Maintain online files

Role characteristics and requirements:

• Self-motivation and initiative
  • Ability to manage multiple tasks with minimal supervision
• Communication and collaboration
  • Strong written and verbal communication; comfortable coordinating with multiple stakeholders
• Computer and technical skills
  • Key tools: Squarespace, Photoshop
  • Creative social media management; database entry; general digital literacy

What will the internship offer the student and what will they learn while they are with you? E.g. skills they could learn/develop and experience they could gain.

This role provides structured opportunities to develop competencies in administration, creative computing, social media, and communications. It entails extensive networking and introductions to artists as well as senior figures in the international art world, including curators and gallerists. The position marries creative activity with rigorous organizational and project-management duties.

The candidate will report directly to the Chair of the Deighton Family Foundation, a well known collector and philanthropist. Working methods will include clear expectations for timelines, regular check-ins, and async collaboration.

This is a hybrid role with occasional in-office requirements; most duties can be performed remotely.

Equal Opportunities Statement

We are an Equal Opportunities Employer and welcome applicants from diverse backgrounds, regardless of their race, disability, age, sex, gender identity, sexual orientation, religion and belief, marriage and civil partnership, pregnancy and maternity and caring responsibility. We are committed to offering a working environment where everyone is valued and feels appreciated.