Internship – Film Festival Office Assistant

Edinburgh International Film Festival
Competitive Salary Dependent on Experience
09 Jan 2018
19 Jan 2018

EIFF Internships are intensive and bespoke training periods for individuals new to the sector, building skills and best practice across a range of key areas, with additional mentoring support and the ability to undertake shadowing work with other teams and departments based on pre-identified learning needs.

Learning needs for all Interns are recorded throughout the duration of the internship and feedback is gathered at the end of the internships.
The Festival Office Internship may be of particular interest if you’re considering a career in arts administration, film or festival production, festival recruitment, or are looking for an opportunity to develop the planning, administration, IT, team working and communication skills needed in an arts administration environment.

Main Responsibilities

  • You’ll get to know who’s who at EIFF and meet lots of people who share a passion for film
  • Part of the Operations team, the Festival Office Assistant supports the activities of all Festival teams ensuring they have the information and resources needed to prepare for and deliver a successful Festival
  • Assist with general enquiries, staff communications, distributing contact lists, IT queries and set-ups, deliveries, taxis, couriers and recruitment activities
  • This role provides an appreciation of the organisation, planning and resources needed behind a major event
  • Working in a small team, you will carry out set administrative tasks, whilst also responding to a range of requests from individuals and teams across the Festival
  • You will get to know who does what, how best to reach them, and how to facilitate a busy office
  • Through the role, you will build confidence in communicating effectively by email, phone and social media, increase your industry knowledge and gain a valuable overview of the whole Festival
  • Support and gain insight into the EIFF recruitment process
  • Assist with volunteer recruitment and help with event preparation for the All Staff Meeting

During the Festival itself (June 20 – July 1), when not on duty, you will have opportunities to see films and attend events, and have access to EIFF’s Industry Centre and Industry Events programme.

Festival Responsibilities 

  • Operate the main telephone switchboard, answering and redirecting calls and passing on messages in a polite and efficient manner
  • Handle post coming in and out of the building including courier pick-ups and deliveries
  • Monitor general info@ email mailbox and deal with enquires
  • Help set up and maintain office space for staff including phone and IT set up, assisting with office equipment such as printers, photocopiers and fax machines, monitoring stationery levels and other office supplies
  • Assist with IT troubleshooting and internal IT operations with the Office Administrator
  • Assist the Recruitment Manager with the volunteer recruitment programme
  • Create and distribute staff ID badges and staff lists including phone lists and staff photo boards
  • Assist with the maintaining of CMI Environmental Records and research ideas on how to improve out environmental commitment procedures
  • Act as an administrator for the Staff Facebook group, a private Facebook page where we post news and information for all Festival staff
  • Provide administrative support for the EIFF recruitment process
  • Help set up and run the All Staff Meeting – an induction session for all EIFF staff, interns and volunteers prior to the Festival
  • Assist with post-Festival wrap-up and archiving
  • Assist with other data entry and administrative tasks for other EIFF departments as required.

General Responsibilities

  • Communicate regularly with your manager about your progress and any queries you need guidance on
  • Work with your mentor to agree and monitor your learning objectives
  • Communicate effectively with colleagues and teams across the Festival to share information, achieve deadlines and promote a positive working environment
  • Attend meetings and provide progress reports as required
  • After internship has finished, provide feedback on the internship
  • Complete an intern report form on completion of your role, as advised by the Recruitment Manager
  • Act in accordance with EIFF policies and procedures, as outlined in the induction manual and by your manager
  • Minimise the CMI’s environmental impact wherever possible and adhere to the company’s Environmental Policy. This will include:
    • recycling;
    • switching off lights, computers, monitors and equipment when not in use;
    • helping to reduce paper waste by minimising printing/copying and reducing water usage;
    • reporting faults and heating/cooling concerns promptly;
    • minimising carbon footprint when travelling.
  • Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases.

About You

  • Able to work from 19 February to 20 July 2018
  • You will need to be good with people – on phones and in person – and have great stamina to keep smiling when you’re juggling lots of information
  • You must enjoy a busy office environment, work well in a small team and be happy working behind-the-scenes
  • Applicants do not need to have prior experience for EIFF Internship roles, however, successful candidates will be looking for opportunities to develop new skills and gain experience with a view to pursuing a relevant career
  • Organised with good attention to detail
  • Ability to work to deadlines
  • Interest in IT
  • Ability to be flexible and respond to changing priorities
  • Positive attitude and team player
  • A good communicator
  • Ability to provide good customer care
  • Excellent written and spoken English
  • Good computer skills

Additional information

  • All interns have a manager and mentor who will: clarify and agree on learning objectives and outcomes at the start of the internship; ensure the post holder has training and support during the role; and review progress throughout and upon completion of the internship
  • Flexible working arrangements can be considered in order to accommodate candidates with work, study or other commitments
  • Weekend and evening work may be required coming up to and over the Festival dates for which no additional remuneration is payable
  • It may also be possible to organise this internship to suit the specific requirements of students who require a work placement as part of their course
  • The role is based at the CMI’s offices at Filmhouse on Lothian Road in Edinburgh