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Festival Operations Officer

Brilliant role for an experienced administrator passionate about events organising with first-class communication skills, to join the team of this exciting yearly festival…

The BSA is a charity founded in 1831, established under Royal Charter. Their vision is of a world where science is at the heart of society and culture, and their mission is to transform the diversity and inclusivity of science, reach under-served audiences, and increase the number of people who are actively engaged and involved in science.

The British Science Association is looking to recruit a talented and organised Festival Operations Officer to help them implement their vision and strategy. The Association has a reputation for high-profile science engagement events including British Science Week, the British Science Festival and the Huxley Summit. This role will support the Festival Operations Manager on the logistics and delivery of the British Science Festival 2019.

The successful candidate will sit within the Engagement Team but work with colleagues from across the organisation. The Festival Operations Officer will manage communications with event organisers in the run-up to the Festival working in close collaboration with key stakeholders. You should be looking to build your experience by working on a fast-moving and high-profile project and be willing to undertake key admin tasks, as well as have the opportunity to lead on set tasks within the Festival such as accommodation administration and managing the temporary Festival Assistants.

The Festival Operations Officer will be expected to attend the Festival and remain on-site for 2 weeks from the 2nd to the 14th September in Coventry. During the event and in the days immediately before it, longer working hours can be expected and you will need to undertake essential manual handling activities (such as lifting and moving items) to ensure that venues and equipment are set up as required for the Festival.

RESPONSIBILITIES

  • Act as the main logistical point of contact for Festival event organisers/speakers
  • Support the Festival Operations Manager in building and managing the Festival Masterplan
  • Recruit, train, and oversee the temporary Festival Assistants
  • Lead on Festival accommodation administration
  • Coordinate the collection and submission of the event’s Risk Assessment forms to the University’s Health & Safety team
  • Manage staff and goods transport (including staff travel bookings, coaches, parking facilities, supplier delivery details etc.)
  • Monitor the Festival Inbox along with members of the Engagement Team
  • Attend meetings and site visits in Coventry in the run-up to the Festival
  • Support the Festival on-site event management and delivery as required
  • Other administrative duties as reasonably required by the line manager

KNOWLEDGE, SKILLS, EXPERIENCE

  • At least six months’ experience (voluntary or paid) in one or more roles that included project coordination, administration and maintaining relations with partners
  • Experience of event management
  • Experience of working on several projects/tasks in parallel
  • Excellent time management and prioritising skills
  • Excellent customer service skills
  • Resilience – adaptable with the ability to remain calm and effective when working on multiple fast-moving, high-pressure projects
  • Excellent problem-solving abilities under pressure
  • Strong attention to detail combined with the ability to see the bigger picture
  • Clear spoken and written communication skills, including the ability to write for a range of external audiences
  • Good oral communication skills, with the ability to build good internal relationships with colleagues who have different working styles
  • Good knowledge of Word, Outlook and Excel
  • A self-starter, able to work on their own initiative and manage their own work effectively
  • A good team player with a positive and flexible approach to work

Desirable

  • An interest in science
  • Experience of working at festivals
  • Experience in line managing temporary staff or volunteers

TO APPLY

  • For more information on the role please view the full description here
  • Please send a CV (no more than two A4 pages) and covering letter (no more than one A4 page) that summarises your interest in the post and details your ability to match the criteria outlined in the ‘Knowledge, Skills, Experience’ section to here, with the subject “FESTIVAL OPERATIONS OFFICER Job Application”