|Accountable to ||Programme Manager and Creative Director|
|Hours of work||4 days a week, or full-time – by negotiation |
|Base ||Greenbelt, Second Floor, Church House, 86 Tavistock Place, London, WC1H 9RT (We are open to exploring flexible working, partly from home)|
|Salary||In the range of £20k to £25k (pro-rata if 4 days a week) depending on experience, plus 6% pension contribution|
|Annual Leave ||26 days|
What would I be working on?
In a competitive events environment, Greenbelt is faced with the exciting task of marking itself out as a distinctive and important festival of artistry and activism, with a Christian faith foundation, in a busy and noisy world.
Greenbelt hosts a varied and rich annual festival programme over the course of the August Bank Holiday weekend. We’re 44 editions in. We have a rich and creative history. This year we saw 11,000 at the festival, 8% up on our numbers for the previous year. Greenbelt is growing. And in connection with this ambition and growth, we are looking for an experienced arts or events administrator to join our team – to ensure that all our programme content (approximately 300 or so different shows across all genres this year!) is advanced and produced effectively and efficiently and runs smoothly, both in the run-up to and at the event itself.
Working closely with the Programme Manager (and the Creative Director), the successful candidate will use their administrative skills to support the delivery of Greenbelt’s artistic vision and ambition – ensuring all artists and contributors who we engage have a great experience of their involvement with Greenbelt.
This is an exciting opportunity for an experienced arts or events administrator to work within a dynamic and developing organisation.
Who would I be working with?
- Greenbelt’s Programme Manager, Creative Director, and all colleagues in the small staff team at Greenbelt
- Greenbelt volunteers
- Freelancers who occasionally assist with aspects of programming
- A small number of trustees engaged in programming activities
- Our Partners, Associate partners, funders and sponsors
What would my responsibilities be?
As Programme Administrator your main responsibilities would include:
Administrate the Artistic Content of the Festival
- Act as a the first point of contact for proposals, submissions and enquiries for prospective programme ideas and programme contributors. Log these and ensure that they are passed onto appropriate festival curator members and / or the Programme Manager and Creative Director to evaluate.
- In conjunction with the Programme Manager, manage the scheduling of the Festival by setting times of events and selecting appropriate venues – all feeding into the creation of the onsite printed ‘Daily Diary’ for festivalgoers
- Supporting the Programme Manager, and the various artist liaison volunteer teams, to ensure all contributors’ practical needs at the festival are catered for
- To ensure contributors’ accommodation, transport, ticketing, hospitality and meal voucher requirements are correctly catered for
- Working with the Programme Manager, to liaise with outside agencies such as Inland Revenue, Home Office, PRS, PPL to ensure that appropriate documentation (licences, work permits, etc) is in place for performances taking place
- Working with the Programme Manager, to ensure that all performances and events are technically resourced appropriately
Ensure the Programme runs smoothly at the Festival
Assist the Programme Manager in recruiting volunteers if necessary.
Be the main point of contact for programming and artists volunteer team leaders.
Act as a point of contact and support for artists and curators for the duration of the festival.
Provide administrative support to the external curators.
To work with the Programme Manager to administrate the curator process throughout the year, ensuring that each programme area is delivered on schedule and on budget.
To organise, agenda-set (in conjunction with the Programme Manager), attend and minute-take at creative meetings.
To ensure that all programming content undertakes the necessary safety checks (from CRB and safeguarding through to risk assessments) wherever necessary.
Assist in the management of the programming budget
- Assisting the Programme Manager to monitor the budgets for each area.
- Ensure that each programming lead reports regularly, and does not exceed any budget they have been allocated.
- To ensure where appropriate that invoices are chased and payments are made on time.
- Create Purchase Orders for goods and services as agreed with the Programme Manager.
- To liaise with the financial team to sure that all payments happen smoothly and on time.
- Assist in the creation of festival marketing material
- To lead on ensuring that the programme database is comprehensively populated and up to date such that it feeds into the creation of the onsite Daily Diary accurately and on schedule, in conjunction with the Programme Manager.
- To work alongside the Programme Manager and Creative Director to ensure that the Festival Guide listings contains all the pertinent information regarding the festival programme.
- Ensure that programme and artist information is available for website, publicity and advertising.
- Work with the Operations Director to ensure that contributors’ books are on sale in the onsite bookshop and that any book signings are scheduled, and that programme contributors and artists are booked into any appropriate onsite press and media opportunities.
- Work with the Operations Director to ensure that contributors’ music is on sale in the onsite store, and that any signings are scheduled, and that programme contributors and artists are booked into any appropriate onsite press and media opportunities
- Provide additional administration support for different parts of the organisation throughout the year as capacity allows, for example:
- General office administration, including meeting and hospitality support.
Any other duty reasonably required by the Creative Director, Event Director or Operations Director that is consistent with the nature of the job and its level of responsibility.
What experience and skills would I need?
An arts or events administrator with experience in coordinating multi-stranded events.
We’re looking for:
- Previous arts administration experience e.g. working with artists, dealing with contracts, riders, work permits, PRS etc
- Budget / financial administration experience
- Computer literate (Greenbelt uses Macs) especially in database management – but also including MS Word and Excel.
- Experience in managing workload through delegating it to a team (in Greenbelt’s case, to volunteers)
- Ability to work as part of a team as well as on your own – sometimes remotely (self motivated)
- Excellent communication, influencing and negotiation skills.
- Willing to work some unsocial hours.
- Ability to work under significant pressure, prioritise, set targets and meet important pre-defined deadlines.
It would also be an advantage to have experience / an interest in:
- Experience of the voluntary sector.
- First-hand experience of any combination of the following: organisations working in the arts and/or faith and/or justice arenas
- First-hand experience of Greenbelt Festival or any other festival event
- A relevant professional qualification
- In view of Greenbelt’s aims and objectives, it is desirable that the post holder is someone who is a sympathetic to the Christian ethos of the Festival.
How to Apply
Please fill out our online application form HERE
- The deadline for applications is midday on Monday 2nd October 2017.
- Shortlisted applicants will be contacted in the week commencing Monday 9th October 2017. (If you have not heard from Greenbelt by the end of that week, your application will have been unsuccessful.)
- Interviews will be held at the Greenbelt office in London on Wednesday 18th October 2017.
- The desired start date is w/c Monday 20 November 2017 (or earlier if you are available).
- The appointment will be made subject to satisfactory references.