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Festival Administrator, Derby Book Festival, Derby Book Festival

  •  East Midlands
  •  Under £10K
  •  Part time
  •  Closes April 20, 2025
  •  Sian Hoyle
  •  sian@derbybookfestival.co.uk
  • #Literature

Description

Job Summary

Derby Book Festival requires a Festival Administrator on a Freelance contract from February to 31 December 2025 to provide administrative support to the Festival team and Trustees in the day-to-day management of Derby Book Festival and its community programmes.

Job Description

To provide administrative support to the Festival team and Trustees in the day-to-day management of Derby Book Festival and its community programmes.

Freelance Contract period/rate: up to a total of 92 days between February - 31 December 2025 at a rate of £100 per day (£9,200 based on 7 hour working day).

Hours: Workload fluctuates across the year due to the Festival work cycle and this means working days each week can vary from 2 - 5 days. An indication of the pattern across the year will be discussed but there is flexibility from month to month. Around the Festival periods (23 May - 1 June and 14 - 18 November) this can mean working every day for a period with some days potentially being from 8am - 10pm. These will be agreed in advance. Generally working hours are 9am - 5pm.

Flexible working is offered with some home working by agreement. Zoom meetings are also used.

Contract Fee: £9,200 (to be invoiced each month based on days worked)

Based at Derby Book Festival Office, University of Derby, Kedleston Road campus, Derby DE22 1GB.

Responsible to: Festival Director

Job Requirements

Essential Skills, Knowledge and Experience

  • At least two years' experience of managing administrative systems for a project or organisation
  • Excellent understanding of using and managing a range of software including Microsoft Word and Excel, Google Drive and support staff in their use
  • Excellent organisational skills and ability to review and manage filing systems
  • Working experience of confidentiality and the principles of GDPR in handling personal data.
  • The ability to work in a fast-moving, stressful environment from time to time

Essential Qualities

  • A warm, calm and clear thinking mind and manner
  • Excellent people and communication skills
  • The ability to meet deadlines and remain calm under pressure
  • Resourceful with the ability to work as part of a team or on own initiative as the situation requires
  • Ability to work co-operatively and respectfully with a range of people and stakeholders

Job Responsibilities

This role includes support for administration, IT/databases, finance. You can find full details on our website:

  • providing administrative support day-to-day to DBF team members as required
  • oversee the Festival's email account and respond to enquiries
  • oversee key Festival documents, including databases, to ensure compliance with GDPR and to support Festival management
  • support all Festival events inc. monitoring daily ticket sales, book sales, guest lists, complimentary tickets and produce reports for Trustees
  • production, preparation & transportation of support materials for Festival events
  • organise book fairs
  • liaise with sponsors
  • monitor daily ticket sales for Festival events
  • maintain existing and set up new files, databases, spreadsheets and Mailing lists (in Excel and Google Drive)
  • support the Festival Manager with preparation of invoices and chasing payment
  • manage ticket sales info sold through DBF website on a daily basis and produce weekly sales reports.

Useful Links

How to Apply

To apply, please send a CV and covering letter, explaining how your skills and experience meet the Job Description and Person Specification, to [email protected] or by post to Derby Book Festival, 13 Lavender Row, Derby, DE22 1DF.
Deadline for applications: 5pm, Monday 20 January 2025
You can find the Job Description and Person Specification on our website: https://www.derbybookfestival.co.uk/news/we-are-recruiting
If you are invited for an interview, you will be informed by Tuesday 28 January 2025. Interviews will take place on Tuesday 4 February 2025
If you have any questions about the role, please contact Sian Hoyle, Festival Director by email: [email protected]

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