Job details

Job title: Festival Operations Officer

Reporting to: Events & Festival Operations Manager

Responsible for: Temporary Festival Assistants

Based: Our Head Office is based in London, but all staff are currently working from home. Requests for permanent remote working will be considered and we welcome applications from people based in other parts of the UK. Travel to Chelmsford will be required in the lead-up and during the British Science Festival 2021.

Terms: Full-time (35 hours per week). Fixed-term contract terminating on 17 September 2021. Preferred start date: 6 April 2021.  

Salary: £23,904 per annum (pro-rata)

About the role

The British Science Association is looking to recruit a talented and organised Festival Operations Officer to help us plan and deliver the British Science Festival 2021.

The British Science Festival is Europe’s longest standing science festival which connects people with researchers from across the scientific spectrum.  It offers an inspiring programme of free events to the public over five days, attracting around 15,000 visitors. The talks, workshops and drop-in events span a diverse range of subjects that encompass science in the broadest sense.

It is hosted by a different university in the United Kingdom each year. The 2021 Festival will be hosted by Anglia Ruskin University in Chelmsford from 7 – 11 September 2021.

The Festival Operations Officer will manage logistics-related communications with organisers of events within 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 role will involve frequent travel to Chelmsford in the months leading up to the Festival. The Festival Operations Officer will be required to attend the Festival and remain on-site in Chelmsford for 2 weeks, from 31 August to 12 September. 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.

Key responsibilities 

The main responsibilities will be to: 

  • Act as the main logistical point of contact for Festival event organisers/speakers 
  • Support the Events & Festival Operations Manager in building and managing the Festival Masterplan 
  • Recruit, train, and oversee the temporary Festival Assistants 
  • Lead on Festival accommodation administration 
  • Oversee the integrity of Festival-related data
  • Coordinate the administration of the event’s Risk Assessment forms 
  • 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 Chelmsford in the run-up to the Festival 
  • Support the Festival on-site event management and delivery as required
  • Other duties as reasonably required by the line manager 

The successful candidate will be expected to work independently, efficiently and accurately.  

Key working relationships

The post holder will be expected to liaise with colleagues across the organisation and its partners, but is likely to develop significant working relationships with the following people:  

  • Events & Festival Operations Manager 
  • Engagement Manager 
  • Engagement Officer  
  • Head of Festivals 
  • Festival Comms Officer 
  • Communications Manager

Person Specification

Below is a summary of essential and desirable criteria needed for this role, as well as how we will assess a candidate’s suitability.

Essential criteria 

Essential Criteria

CV or

Cover letter

Interview

At least six months’ experience in one or more roles that included project co-ordination, administration and maintaining relations with partners

Y

Y

Experience in events management

Y

Y

Experience in data management and data integrity

Y

Y

Experience in working on several projects/tasks in parallel  

Y

Excellent time management and prioritisation skills

Y

Y

Excellent customer service skills  

Y

Resilience – adaptable with the ability to remain calm and effective when working on multiple fast-moving, high-pressure projects 

Y

Y

Excellent problem-solving abilities under pressure

Y

Strong attention to detail combined with the ability to see the bigger picture  

Y

Y

Clear written communication skills, including the ability to write for a range of external audiences  

Y

Good oral communication skills, with the ability to build good internal relationships with colleagues who have different working styles 

Y

Excellent knowledge of Word, Outlook, Excel, and PowerPoint 

Y

A self-starter, able to work on their own initiative and manage their own work effectively

Y

Y

A good team player with a positive and flexible approach to work 

Y

Desirable criteria

Desirable Criteria

CV or

Cover letter

Interview

Experience of working on festivals   

Y

Experience in line managing temporary staff or volunteers

Y

Y

Knowledge of best practice around Health & Safety at events

Y

Knowledge of best practice around accessibility at events

Y

Knowledge of best practice around sustainability at events

Y

Benefits 

  • 27 days holiday per annum plus bank holidays (pro-rata for part-time employees);
  • Up to two days paid leave per year for significant voluntary commitments in support of professional and personal development, such as being a trustee of a charity or a school governor;
  • Auto-enrolment pension scheme (currently 5% of salary from employee plus 3% from BSA);
  • Up to five days’ unpaid leave per year (this is down to the Manager’s decision and ensuring it does not affect work);
  • Life insurance from your first day;
  • Occupational sick pay: up to six weeks’ full pay per year (pro-rata for part-time employees)

To apply

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 role and details your ability to match the criteria.

Applications should be made via this link: https://recruit.smb.co.uk/vacancy.aspx?id=rmwbub4dVrLvFB6x 

The closing date for applications is 23.59, Sunday 7 March 2021.

First interviews are likely to take place on Wednesday 17 and Thursday 18 March 2021.

You will be informed as soon as possible after the application deadline whether you have been selected for an interview.

As part of the British Science Association’s commitment to being a Disability Confident employer, all disabled* applicants who meet the ‘essential criteria’ for this vacancy will be offered an interview under our guaranteed interview scheme.

If you wish to apply under the guaranteed interview scheme, you will be asked to indicate this when you submit your application by selecting ‘yes’ in the relevant box when asked during the application process. Applicants do not need to state any further information or declare their disability at the application stage.

The BSA follows government advice in that it is important to note that there may be occasions where it is not practicable or appropriate to interview all disabled people that meet the minimum criteria for the job. For example, in certain recruitment situations (such as a high number of applications), we may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people.

In these circumstances, we could select the disabled candidates who best meet the minimum criteria for the job rather than all of those that meet the minimum criteria, as we would do for non-disabled applicants.

Whether you are applying under the scheme or not, if you are successful in being shortlisted, we will ask candidates with disabilities or long-term health conditions to let us know if they need any adjustments during the recruitment process.

If you have further questions or would like this information in a different format, please contact: [email protected]  

Download the candidate pack for this role as a pdf or view our text-only version of the pack here.

Terms & conditions

From time to time the job entails working extended hours and occasional weekends, for which no overtime payments are made. The BSA operates a time off in lieu policy for weekend working and some other out-of-hours instances.

Only applicants who have a legal right to work within the UK will be considered. You will be asked to bring along proof of nationality and/or proof of ability to work in the UK.

You will also be asked to declare any previous convictions in line with your rights under the Rehabilitation of Offenders Act 1974 (Exceptions) order 1975.

This is a description of the job as it is presently constituted. It is the practice of the Association to examine job descriptions from time to time and to update them to ensure they relate to the job as then being performed, or to incorporate whatever changes are reasonably required, in discussion with the postholder.

It is the policy of the BSA to offer starting salaries at the bottom end of the salary band where appropriate.

A copy of our Privacy Notice is available on the vacancies page of our website.

*The Disability Confident scheme’s definition of disability is in line with the Equalities Act 2010: “a physical or mental condition which has a long-term and substantial effect on your daily life”. Further information about our Disability Confident commitments can be found on the Disability Confident page of our website.