Job Title: Festival Administrator / Terms: Permanent, 16 hours p/w, 9am-1pm Mon-Thur, 18K pro rata
Reports to:Director / Last revised:December 2017

About Edinburgh Art Festival (EAF):

Since its foundation in 2004, Edinburgh Art Festival has grown rapidly to become the UK’s largest annual festival of visual art. Every August we bring a packed programme of exhibitions, commissions and events to the world’s leading festival city, to coincide with the International, Fringe and Book festivals as well as the Royal Edinburgh Military Tattoo and the Edinburgh Mela. Through a special partnership with the city’s galleries and the work of our small, dedicated team, we bring together a unique combination of contemporary art, international artists of the 20th century and major historical movements. We support artists through our rich programme of exciting new commissions and leave a permanent legacy by reviving forgotten or overlooked spaces around the city. We encourage audiences to visit new galleries, discover new artists and see the city differently.

Edinburgh Art Festival is developed and delivered by a small core team (Director; Development Officer; Festival Administrator; Marketing and Communications Manager) which expands to include additional posts in the busy run up to August. Each year we run a successful volunteer programme.

PRINCIPLE AIMS OF THE POST

The Festival Administrator co-ordinates and manages administration of the festival office, and provides support to the Festival Director and EAF team in the delivery of the Festival’s annual programme of visual art exhibitions and events.

PRINCIPLE DUTIES

  • Manage the day-to-day administration of the EAF office, includinghandling telephone and email enquiries, maintaining clerical and archive systems, databases, office supplies and suppliers.
  • Provide administrative support to the Festival Director, EAF Board and colleagues, including diary management for the Director, processing incoming and outgoing correspondence, managing general enquiries through the account
  • Day to day management of finances, including establishing and maintaining robust and efficient systems, raising purchase orders, preparing outgoing invoices and making payments in accordance with EAF’s Financial Procedures
  • Coordinate and service EAF Board and committee meetings, acting as minute secretary, circulating papers and arranging venues and catering.
  • Manage the processing of sales through the festival’s online shop, including posting orders and monitoring stock levels.
  • Manage HR processes including any recruitment and induction procedures.
  • Act as Environmental Champion for the festival, ensuring that the office is run as sustainably as possible and in accordance with the festival’s environmental policy; encouraging staff engagement with and awareness of good practice; and gathering data annually for reporting on our carbon footprint.
  • In the busy run up to the festival, work load permitting, you may be asked to support colleagues in the development and delivery of festival events, including compiling and managing guest lists, and supporting event planning and management.
  • Undertake occasional afternoon work to cover minutes for quarterlyfestival board meetings
  • Champion and implement best practice in line with the festivals commitment to Equality, Diversity and Inclusion
  • Keep regularly updated records of what is in storage in the festival’s small storage facility (at the City Art Centre and off-site)
  • Contribute to the overall aims and objectives of the Edinburgh Art Festival.
  • Undertake any other reasonable duties as requested by the Festival Director.

PERSON SPECIFICATION

Category / Essential / Desirable
Skills, knowledge and aptitude /
  • Excellent verbal and written communication skills
  • Excellent organisation skills and a systematic approach to managing data
  • Ability to work as part of a small team
  • Well organised and able to prioritise
  • Basic knowledge of essential finance procedures
  • Attention to detail
  • Working knowledge of Microsoft Office
/
  • Knowledge of Sage
  • Experience of working on Macs

Experience /
  • A minimum of 1 year of experience in an administrative role
  • Experience of managing finances; payroll, income + expenditure, raising purchase orders and invoicing
/
  • An interest in the arts and cultural sector
  • Some experience of event planning and management

Disposition /
  • Able to work occasional additional hours during peak season and to support quarterly board meetings
  • Confident, friendly approach to working with a wide range of people and organisations

Applicants should submit a CV and covering letter to by Monday 22 Januaryat 9am. Interviews will take place on 29 January.