Position Available: Festival Administrator, Byron Writers Festival

(Applications Closed)

JOB DESCRIPTION:

The Festival Administrator manages and co-ordinates all aspects of Festival administration. Responsibilities include managing and maintaining ticketing systems for the annual Festival and year-round events, and administrative support for the Festival Director, Program Manager, StoryBoard Coordinator and other Festival staff to ensure efficient delivery of programs and services.

The Festival Administrator actively coordinates the daily running and functioning of the Festival office. Responsibilities include administration of the Festival’s organisational systems, bookkeeping duties, liaison with the Festival’s IT and phone support companies in maintaining all network and communication systems, management of office spaces, reception duties and administrative support.

Please note occasional evening and weekend work will be required as part of this role.

Reports to:  Festival Program Manager

Key Internal Relationships

• Director
• The Board
• Head of Development, Production Manager, Communications Manager, Partnership Coordinator, Schools Coordinator, Volunteer Coordinator, Festival Publicist, Bookkeeper

Key External Relationships

• Festival/Organisational Partners
• Publishers and writers
• Funding Bodies (eg Australia Council, Create NSW)
• Other regional arts organisations (e.g. NORPA)
• Volunteers
• Members
• The general Byron Shire community

KEY RESPONSIBILITIES:

1. Ticketing and Events

• Manage and maintain ticketing systems and reporting in Trybooking for annual Festival and year-round events.
• Manage ticketing enquiries (emails, phone calls, face-to-face).
• Train volunteers in ticketing and administration as needed and organise volunteers to support administration/ticketing during the busy Festival period.
• Manage ordering and delivery of Festival accreditation.
• Staff the Festival box-office with other team members for the duration of the Festival, including early starts and evening work.
• Manage Primary and Secondary Schools Program ticketing and assist with delivery of the program.
• Assist Program Manager with FileMaker data entry of Festival guests.
• Presence at year-round events to assist with set-up and ticketing.

2. Membership

• Keep membership lists and details current in ACT and Mailchimp.
• Assist with the Membership Drive (February) and add new membership details into ACT! as required.
• Proof reading of northerly magazine and coordinate quarterly mail-out to members.
• Manage member queries and assist with delivery of membership services.
• Book accommodation and catering for the Residential Mentorship and other residencies as required.

3. Office Management

• Manage all office administration and requirements and IT systems to optimise business operations and provide recommendations for improved systems
• Prepare monthly Board meeting agenda, collate staff Board reports, organise catering for Board meetings and send out Zoom links for meetings.
• File Board reports and meeting minutes on server.
• Organise weekly staff WIP meetings, create and circulate agenda including Zoom invitations to team members if required.
• General administration duties including answering phones, banking, post, amenities, stocking of office supplies, petty cash, general IT
• Manage Festival library
• Oversee and maintain Festival insurance policies (with Treasurer and Chair)
• Organise and oversee any office maintenance / repairs
• WHS officer, managing all occupational health and safety requirements. (ensure appropriate online course undertaken)

4. Financial administration

• Oversee Xero coding and payments with Bookkeeper (daily), check Chart of Accounts to see if any can be archived.
• Conduct monthly checks in Xero to see if the payments have been coded to the correct tracking category.
• Assist with preparing budgets and financial acquittals for grant applications (with Treasurer).
• Assist with preparation for audit in Jan-Feb (with Rochdale Accountants).
• NAB Connect banking, paying international writers fees when required.

5. Other duties as required

ABOUT YOU:

• 1-2 years experience in an administrative role
• Well organised, with the ability to prioritise and work to deadlines
• Effective written communication
• High level of computer literacy including Word, Excel, PowerPoint, Mailchimp, social media, Canva
• Confident, friendly approach to working with a wide range of people and organisations
• Confident phone manner
• Drivers licence and own car (must reside within reasonable driving distance of Byron Bay).

Desirable:

• Experience and interest in the arts / not for profit sector
• Experience and interest in events / festivals
• Knowledge of ticketing platforms such as Trybooking, Eventbrite
• Knowledge of bookkeeping software (Xero) and design programs including InDesign and/or Illustrator,
• Familiarity with WordPress or other website content administration platforms 

CONDITIONS OF CONTRACT:

• Contracted position of 4 days per week September – March, and 5 days per week from April – August inclusive.
• 7.5 hours per day with usual hours of 9am-5pm (30 min lunch break)
• 12-month contract, with potential to renew at the end of the term
• Subject to a 3-month probationary period

Applications closed 6 October