Apprentice Business Administrator

Summary

This is an exciting opportunity for an organised, motivated and detail-oriented apprentice to gain experience within a fast-paced commercial art gallery.

As our Apprentice Administrator, you will support the day-to-day operations of the gallery, developing skills in business administration, customer service, CRM management.

Wage

£15,600 a year

Training course

Business administrator (level 3)

Hours

Monday to Friday, 10.00am to 5.00pm, with 1 hour lunch.

30 hours a week

Start date

Monday 16 November 2026

Duration

1 year 6 months

Positions available

1

Work

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.

What you'll do at work

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.

Where you'll work

32 CONNAUGHT STREET
PADDINGTON
LONDON
W2 2AF

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Training provider

SEETEC BUSINESS TECHNOLOGY CENTRE LIMITED

Training course

Business administrator (level 3)

What you'll learn

• Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Training schedule

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.

More training information

Internal system training will be provided by the employer.

Requirements

Essential qualifications

GCSE in:

• English (grade Minimum Grade C or 4)
• Maths (grade Minimum Grade C or 4)

Desirable qualifications

A Level in:

Any (grade A to D pass)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• Communication skills
• IT skills
• Attention to detail
• Organisation skills
• Customer care skills
• Administrative skills
• Number skills
• Team working
• A passion for art

Other requirements

• 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.