Finance Administrator

London (Greater)
15 Apr 2018
20 Apr 2018
Contract Type
Full Time
Job Title: Finance Administrator
Hourly Rate: £11.70
Temporary: 1-3 months
Full Time: 36 hours per week

We are currently recruiting on behalf a World renowned Modern and Contemporary Art Gallery based in one of their Central London Sites.

Purpose of the Job

To provide comprehensive administrative support to the Managing Curator and within the ARTIST ROOMS team in order to support the planning, delivery and evaluation of the programme during a period of recruitment.

Main Activities/Responsibilities

General Administration
• Provide administrative support to the Managing Curator, including maintaining diaries, arranging meetings, managing correspondence, organising travel and accommodation and undertaking general administrative tasks.
• Provide general administrative support to the ARTIST ROOMS programme and to ensure the smooth running of the team across sites, including filing, archiving, managing and updating databases, preparing presentations, and ordering office supplies.
• Act as first point of contact for telephone and written enquiries to the team, responding to routine enquiries and passing on specialist queries to appropriate colleagues.
• Manage the diary of the ARTIST ROOMS team for internal / external meetings and external events.

Financial Administration
• Maintain and update the ARTIST ROOMS central financial database, commitment log and financial records. Process invoices for payment, co-ordinate information for issuing invoices and follow up late payments.
• Arrange the authorisation of orders and invoices using gallery online accounting system
• Review monthly statements, identifying any coding issues and support the quarterly re-forecasting and the end of year financial processes.
• Share budget information with the ARTIST ROOMS team on a regular basis as directed by the Managing Curator.
• Be responsible for processing the Managing Curator’s expenses and monthly reconciliations of the corporate credit card records.

Supporting the ARTIST ROOMS Programme
• Order and gather relevant information and printed materials from Associates (e.g. exhibition material, press cuttings, print etc.) for archival and reporting purposes.
• Monitor and keep records of all ARTIST ROOMS activities and attendance.
• Assist the Network Coordinator in the administration and planning of ARTIST ROOMS Associate events as required.
• Support the ARTIST ROOMS team by gathering accurate information for grant applications and sponsorship proposals.

Person Specification


• Proven experience in a range of administrative duties within a busy office environment.
• Excellent administrative and organisational skills, with the ability to prioritise and multi-task to meet deadlines remaining calm during times of pressure.
• Excellent IT skills including MS Word, Access, Excel and Outlook.
• Excellent numerical skills and experience in keeping financial records, databases and following budgeting and financial processes.
• Strong interpersonal skills with an ability to foster good internal and external working relationships with a range of stakeholders and gallery professionals.
• Excellent written and oral communication skills with an attention to detail and the ability to convey information clearly and concisely in a way that is accessible to a diverse range of people.
• Experience of working well within a team with a flexible, open, collegiate approach and an ability to make a significant contribution.
• Ability to work unsupervised and under own initiative.


• Previous experience in a Museum or Gallery.
• An interest in, and knowledge of, twentieth century and contemporary art.

Adecco is acting as an Employment Business in relation to this vacancy. The Adecco Group UK & Ireland is an Equal Opportunities Employer

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