Operations & Festival Administrator

Purpose of the role

The Operations & Festival Administrator works with all roles throughout the year across the entire mjf operation. You help day to day operations run smoothly and support the team in the run up to and during the festival. You are part of the team working to make festival events happen. Whilst tasks vary throughout the year, finance, operations and monitoring are year-round duties.

Working Arrangements

Hours: 3 days (21 hours) per week

The role involves some work in the evenings and at weekends, especially during and in the run up to the festival.

Main duties

Operational
Collate information for core funders’ monitoring;
Schedule team meetings and other regular and ad-hoc project meetings, take minutes if required and circulate papers;
Maintain team calendars (Outlook), shared databases (SharePoint) and online filing systems;
Contribute to project and event evaluations;
Monitor the general festival email;
Assist with public and private fundraising campaigns

Finance
Assist the General Manager in the day-to day running of finances, including setting up and authorising payments, managing invoices, managing the credit card logs and bookkeeping in Xero;
Coordinate and manage the handling of expenses and invoicing for staff, artists and volunteers

Festival
Create and maintain festival programme master information documents;
Prepare and process artist contracts, invoices, merchandise and advancing information for performances, being first point of contact;
Make accommodation and travel arrangements for artists and other visitors;
Coordinate the volunteer recruitment process and schedule volunteers for festival shifts;
Support the Digital Content Creator to source and collate festival artists’ assets;
Ensure collection and consolidation of artist monitoring forms and PRS setlists;
Provide general event production and programme support where necessary