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Internship – Film Festival Office Assistant

Job Description

Edinburgh International Film Festival 2018
Team: Operations
Reports to: Office Administrator
Status: Work Experience Internship (paid)
Duration: 22 weeks, 10 weeks part-time (21hrs/week) then 12 weeks full
time (35h/week).
Flexible working can be considered.
Number of Positions: 1
Dates: 19 February to 20 July 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. Throughout your role
you’ll get to know who’s who at EIFF and meet lots of people who share a passion for film.
Overview of role
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. The intern will 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
The Festival Office Assistant will have the opportunity to 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.
Principal duties and responsibilities
1. Operate the main telephone switchboard, answering and redirecting calls and
passing on messages in a polite and efficient manner.
2. Handle post coming in and out of the building including courier pick-ups and
3. Monitor general info@ email mailbox and deal with enquires.
4. 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.
5. Assist with IT troubleshooting and internal IT operations with the Office
6. Assist the Recruitment Manager with the volunteer recruitment programme.
7. Create and distribute staff ID badges and staff lists including phone lists and staff
photo boards.
8. Assist with the maintaining of CMI Environmental Records and research ideas on
how to improve out environmental commitment procedures.
9. Act as an administrator for the Staff Facebook group, a private facebook page
where we post news and information for all Festival staff.
10. Provide administrative support for the EIFF recruitment process.
11. Help set up and run the All Staff Meeting – an induction session for all EIFF staff,
interns and volunteers prior to the Festival.
12. Assist with post-Festival wrap-up and archiving.
13. Assist with other data entry and administrative tasks for other EIFF
departments as required.

General responsibilities
14. Communicate regularly with your manager about your progress and any queries
you need guidance on.
15. Work with your mentor to agree and monitor your learning objectives.
16. Communicate effectively with colleagues and teams across the Festival to share
information, achieve deadlines and promote a positive working environment.
17. Attend meetings and provide progress reports as required.
18. After internship has finished, provide feedback on the internship.
19. Complete an intern report form on completion of your role, as advised by the
Recruitment Manager.
20. Act in accordance with EIFF policies and procedures, as outlined in the induction
manual and by your manager.
21. Minimise the CMI’s environmental impact wherever possible and adhere to the
company’s Environmental Policy. This will include:
1. recycling;
2. switching off lights, computers, monitors and equipment when not in use;
3. helping to reduce paper waste by minimising printing/copying and reducing
water usage;
4. reporting faults and heating/cooling concerns promptly;
5. minimising carbon footprint when travelling.
22. Where the role includes the ordering and use of supplies or equipment the post
holder will consider the environmental impact of purchases.
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.
Person specification
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. This role will suit a person with the
following abilities and qualities:
1. Organised with good attention to detail
2. Ability to work to deadlines
3. Interest in IT
4. Ability to be flexible and respond to changing priorities
5. Positive attitude and team player
6. A good communicator
7. Ability to provide good customer care
8. Excellent written and spoken English
9. Good computer skills


Apply here: http://www.edfilmfest.org.uk/internships

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