Role Description

Out of Sight Out of Mind exhibition 2025

Out of Sight Out of Mind exhibition platforms the voices of people who have experience of mental health issues by showing their art. It takes place in October 2025, at Summerhall in Edinburgh.

It is in its 13th year and is the biggest mental health exhibition in Scotland. Last year there were 310 exhibitors and nearly 2,000 visitors.

It is organised by a Planning Group who have experience of mental health issues. It is a CAPS Independent Advocacy project, funded by Thrive Edinburgh and part of the Scottish Mental Health Arts Festival.

www.outofsightoutofmind.scot

Role overview

The Exhibition Assistant will work with everyone involved to help realise the Out of sight Out of Mind exhibition at Summerhall. They will work under the guidance of the Arts as Advocacy Manager.

They will join a friendly and passionate team. It will be a busy period, and involves administrative tasks, practical tasks and working with people. We hope they will be organised, friendly and available!

This role is for a temporary period on a self-employed / freelance basis during September, October and the beginning of November. Work is mainly mid-week, an occasional evening, and three weekends.

In October, the Exhibition Assistant work will be mainly at Summerhall, at other times it will be home or office working. They will be given the use of a CAPS laptop and phone for the duration of the work.

Supporting production & smooth running

The project has many well-established methods and processes, as well as many experienced team members. The Exhibition Assistant will be sure to receive a good welcome and the support of the wider team which includes: the Planning Group, CAPS staff, the freelance Media Assistant, the Arts as Advocacy manager. They will also work with exhibitors, volunteers, contractors and Summerhall staff.

In brief, tasks include attending Planning Meetings online, taking minutes and notes, following up actions, liaising with exhibitors and staff in organisations, and helping with the project’s administrative tasks. In October, it involves supporting volunteers, supporting the exhibition install and the smooth running of the exhibition itself and any events.

Supporting people’s involvement

A main aspect of this role is to help ensure that the opportunity to be involved runs smoothly and to help contribute to as positive an experience as possible. Exhibitors, volunteers and the Planning Group all have experience of mental health issues, and all play part, on an unpaid basis, in making the exhibition happen. There may be around 300 exhibitors, 15 Planning Group Members and 20 volunteers.

This involves communicating by email and phone, organising rotas, organising lunches at Summerhall, working beside the Planning Group, showing volunteers around and giving them tasks, helping exhibitors, being present at Summerhall and at online meetings, responding to needs that arise. It involves being friendly, welcoming, helpful and aiming to be reliable.

Person specification

• Be able to commit to the dates and times required (if there is occasional unavailability please email before applying)

• Be organised, able to work to deadlines and comfortable in a busy environment

• Be friendly and welcoming

• Experienced in exhibition set up or event production

• Have an awareness of the issues facing people who have mental health issues

• Be able to communicate sensitively and effectively with a range of people, both verbally and in writing

• Have an awareness of the importance of confidentiality

• Be able to ask questions when unsure, work as directed, and at times work independently managing own work, completing tasks to agreed timescales – being self-motivated and able to use initiative appropriately

• Have good IT skills: be able to use Microsoft Office computer packages, including Word, Outlook, and Excel

Role specific tasks summary

• Attend induction and training

• Before the exhibition period: liaise with people involved by email, phone and in person

• Attend meetings: take notes and accept tasks

• Administrative tasks: eg keep the spreadsheets up to date, be organised with files on the server, respond to emails, help keep notes of tasks and actions, type up exhibition comments

• Organise volunteer shifts: eg keep the ‘Team Planner’ and ‘Invigilation Planner’ up to date, respond to shift changes and questions, ensure people have the information they need

• Practical tasks: eg help move artworks, help the team to clean, tidy, paint, help keep the ‘Team Room’ tidy, assist with the hand in day, and take down of the exhibition

• Support people at Summerhall: eg instruct and help volunteers undertake practical tasks (as the person is able, willing and comfortable doing), ordering and collecting team lunches at nearby café etc

• Support exhibition events: eg evening launch, and the meet the exhibitor event

• Weekend invigilation for three weekends, if possible

• Assist the Arts as Advocacy Manager with any other tasks required

In addition:

• Report any issues or concerns to the appropriate person. Depending on the issue this could be Pam, CAPS staff or Summerhall staff

• Look after any CAPS equipment they are responsible for, such as a laptop and phone

• Be responsible for recording own hours worked, and managing own schedule within the contracted hours agreed

• Work within any CAPS Independent Advocacy guidelines provided

• Work within a framework of Independent Advocacy

Pay & terms

The rate is £13 per hour. 232 hours are available, and the total maximum pay is £3016.

• A contract will be provided

• Employment is on a freelance basis, so the contracted person is responsible for their own tax and National Insurance

• The person must be registered and able to work in the UK

• Ideally the person will be already part of PVG scheme or will have an Enhanced Disclosure, however this may be able to be done on acceptance of the role

• Travel will not be reimbursed to the office at Norton Park or to Summerhall. You will be reimbursed for anything you purchase on behalf of the exhibition, or if you are asked to travel to undertake work on behalf of the exhibition

Dates & hours

Some hours in each week may vary and will do our best to accommodate a person’s other commitments. However, we can only offer flexibility around the needs of the exhibition and there are some key dates. Below is a reasonable indication of how hours will look:

Between 1 Sep – 6 Oct: 48 hours over 4 weeks (mid-week)

w/b 6 Oct: 39 hours (mid-week)

w/b 13 Oct: 37 hours (mid-week)

w/b 20 Oct: 41.50 hours (including weekend)

w/b 27 Oct: 26 hours (including weekend)

w/b 3 Nov: 26 hours (including weekend)

Mon 10 Nov & over rest of week: 14.5 hours

Apply by 9am on Monday 18 August

Please only apply if you are available during the period outlined above. If there is an occasional date/time you can’t do, then please email in advance to ask if it can be accommodated.

Email:

• CV (max 2 pages)

• Statement of your interests and how you meet the person specification. Please refer to some relevant examples of your experience (max 1 page)

• Details of two referees

• Let us know if you are part of the PVG scheme already, or not, or if you have an Enhanced Disclosure

Selected applicants will be invited for interview on Monday 25 August or Wednesday 27 August.

Questions and applications to:

Pam van de Brug, Arts as Advocacy Manager, CAPS Independent Advocacy

E-mail: pam@capsadvocacy.org

Mobile: 07989402634

Thank you for your interest.