EAST LONDON COMICS AND ARTS FESTIVAL ARE HIRING!!
We are looking for an administrator to help us run the East London Comics and Arts Festival. Please send your CV and cover letter to firstname.lastname@example.org by 10 am on 10 November 2014.
Fixed Term Contract, competitive salary available on application, 2 days a week, asap until end of July 2015. Two days per week initially (with more days in the run up to the festival).
Accountable to ELCAF Festival Curator and Nobrow Managing Director
To provide comprehensive administrative and organisational support for the East London Comics and Arts Festival and to manage Festival office procedures and operations.
Develop effective systems of office management and provide administrative support for the Festival, liaising closely with the Curator, Managing Director, Creative Producer and external parties.
Assist in financial processes, maintaining financial records and spreadsheets; balancing and processing invoices and ensuring that they are paid in good time; processing temporary staff and volunteer expense claims.
Set-up and maintain statistical record keeping and manage filing systems.
Deal with enquiries from a broad range of sources and manage the festival stall holder submissions process, initiating correspondence and responding to requests for information.
First point of contact for press queries.
Maintain and develop the website, prepare newsletter and content for social media outlets, liaising with the Festival Curator and Managing Director.
Recruit and manage festival volunteers liaising with Creative Producer, being aware of all relevant Child protection, Health & Safety and Equal Opportunity policies.
To be an ambassador for East London Comics and Arts Festival and maintain a professional approach at all times.
Create and maintain good working relationships with East London Comics and Arts Festival’s Partners and Funders.
Carry out all responsibilities in a way that supports East London Comics and Arts Festival’s values and promotes equal opportunities, diversity and inclusion.
Liaise with Creative Producer to create schedules and rotas for the festival period.
Assist with issuing contracts and handling of invoices and payments, petty cash, recording income and expenditure, collating information ready for payment.
Liaise with Creative Producer to co-ordinate the festival production schedule for temporary staff.
Provide general administrative support, including; answering phones, dealing with post, receiving deliveries, filing and assisting with office management.
Ordering materials for workshops and ensuring they are marked accordingly before transport to venue
Manage any international publication deliveries, small press database and transportation of these to and from the festival.
Arrange guest author’s accommodation, create welcome packs and their schedules.
Assist with information collection and proofreading of all festivals publications.
Liaise with Creative Producer re. managing ticket sales.
Undertake any other duties that may be reasonably required during the festival.
Produce and distribute the daily schedule (call sheet) during the festival, liaising with the Festival Curator and Creative Producer, drawing attention to any potential problems or conflict with volunteer schedules.
Manage the volunteers; deal with any issues that arise and processing their expenses.
Provide administrative support as required.
Distribute and keep record of petty cash/float.
Report any serious concerns promptly to the Festival Curator, Creative Producer or Managing Director.
Assist with delegate and guest hospitality during the festival as required.
Ensure that all assets and resources are well managed and secure.
Return any publications.
Ensure all invoices and financial reports are processed correctly.
Assist with collating and preparing findings for festival evaluation.
Complete volunteer appraisal reports.
The successful candidate will possess the following:
Experience of arts festival administration
Proven organisational, IT and communication skills with the ability to take the initiative.
Willingness to engage with social media.
Highly attentive to detail while working under pressure.
Good communication skills, written and oral.
A flexible and positive attitude.
Additional qualities which may be useful
A current First Aid at Work certificate.
A clean driver’s license.
Experience of managing volunteers and dealing with artists.