ALCHEMY FILM AND MOVING IMAGE FESTIVALAdministrative Assistant Role: Application Pack

BORDERS ARTS TRUSTBorders Arts Trust is an independent charitable organisation set up to champion the development of the arts, predominantly in the Scottish Borders. It aims to engage the people of the Scottish Borders in high quality arts experiences, thus generating creative, cultural and economic benefit for the region. Its role within Alchemy Film and Moving Image Festival is to provide practical advice and support through the expertise of its voluntary board, while also taking an active role in sourcing non-statutory partnership funding for the festival.

ALCHEMY FILM AND MOVING IMAGE FESTIVAL

Alchemy Film and Moving Image Festival was initiated as a collaborative project between Borders Arts Trust, Heart of Hawick and Creative Arts Business Network (CABN) in 2010. The first Alchemy Film and Moving Image Festival was held in September 2010, attracting a number of significant artists and filmmakers as well as capacity audiences for many of the screenings.

Heart of Hawick, Borders Arts Trust and CABN will again be working together to create the 2011 festival which will take place 21st-23rd October. Heart of Hawick is the central venue and festival hub, while an independent Creative Director coordinates the creative input of the festival partners.

VISIONThe long term aims of Alchemy Film and Moving Image Festival are:

To establish a strongly branded annual film and moving image festival of international standing and profile, located broadly within the Scottish Borders area, with a central hub at Heart of Hawick.

To differentiate and develop the festival identity through a clearly articulated thematic related to the rural cultural geography of the Borders region – ‘landscape and nature within film and the moving image’.

To feature an equitable mix of feature-length, short film and artist moving image projects, from a mix of international, UK, Scottish and local filmmakers.

To develop local filmmaking and moving image art initiatives, including the provision of new exhibition/screening opportunities, community filmmaking projects and community film venues, residencies and youth filmmaking initiatives.

To bring international filmmakers and artists to local audiences during the festival, while also developing opportunities for international artists and filmmakers to produce work within the Scottish Borders region.

To develop a network of satellite venues and events which will include using disused spaces within local towns, plus other theatres and auditoriums across the Borders region.

To develop creative links and exchange especially with Nordic countries, including Sweden, Norway, Finland, Iceland and Denmark.

To develop and expand the range of participating festival partner organisations, broadening the geographical and creative scope of the festival’s activities, potentially to the wider South of Scotland area.

ROLE TITLE: Administrative Assistant – freelance contract

RESPONSIBLE FOR: Undertaking a range of administrative and promotional duties in support of the development of Alchemy Film and Moving Image Festival 2011

RESPONSIBLE TO: Creative Director

RATE OF PAY: Total fee of £3,360. This is made up of 45 days of work plus a contingency of £210 for any extra days/hours required. This is based on £70 per day, 7 hours per day at £10 per hour.

See the ‘Terms and Dates’ for specific date requirements.

TERMS AND DATES: You will be required to be available to work during the following dates:

- 3 days per week from 08 August to Fri 7th October (9 weeks)

- 5 days for the week of 10th October to 14th October (1 week).

- 7 days for the week Mon17th to Sun 23rd Oct (1 week).

- 3 days per week from 24th Oct to Fri 4th November (2 weeks).

Subject to initial probationary period of 1 monthHOURS: Working hours are flexible to suit workload and

individual, within the above date/availability requirements.

SPECIFIC RESPONSIBITIES Provide administrative support to the Film Festival Creative Director and the

project partners in their festival activities.

You will be responsible to the Creative Director, with support from the Creative Leader at CABN.

Attend the regular film festival project partnership meetings where you will be guided and briefed on your work programme (note - there is no mileage allowance, meetings will be in Hawick).

Liaising closely with filmmakers worldwide to ensure accepted film festival entries (mainly short films, but some features and installation works) are followed through in terms of the delivery and return of screening prints / digital movie files, plus dealing with all filmmaker correspondence.

Taking a pro-active practical role in sourcing ‘alternative’ spaces (ie. empty shops or industrial buildings) within the town of Hawick for artist moving image installations and projects.

Assisting artists and filmmakers with practical issues (making sure they have the equipment and practical help they need in the right place at the right time) related to the staging and set-up of moving image installation works.

Practical liaison with the festival programme film-editor – making sure formats conform and following up with filmmakers and artists where required.

Organising local accommodation, travel and hospitality for any artists / filmmakers attending the festival.

Help co-ordinate the content development of the Alchemy Film and Moving Image Festival website and its Facebook page.

Help co-ordinate marketing and promotion materials and liase with Heart of Hawick and partners on press releases.

Act as a point of contact for Alchemy Film and Moving Image Festival 2011 enquiries and provide information to participants and the general public on their queries.

Build and maintain a database of individuals and businesses who have displayed interest in the Alchemy Film and Moving Image Festival.

Provide monitoring and evaluation of festival activities to funders and partners and help produce a post-festival report.

The above is not regarded as exclusive or exhaustive. From time to time it will be necessary to take on additional duties or duties different from those described above, related to the core role of administering the Film Festival.

BORDERS ARTS TRUSTADMINISTRATIVE ASSISTANT: PERSON SPECIFICATION

ESSENTIAL SKILLS AND ABILITIES

An understanding of and enthusiasm for the creative arts sector. A commitment to the vision and aims of Alchemy Film and Moving Image

Festival. Strong and demonstrable administrative skills, particularly the ability to deal

systematically with a high volume of correspondence involving many complex and detailed arrangements.

Excellent communicator – verbal and written. Ability to work on own initiative, with a proactive can-do approach. High standard IT skills – particularly Microsoft Office. Good understanding of web and social networking tools.

QUALIFICATIONS/EDUCATION

Relevant work experience is essential. Relevant further education qualifications would be an advantage.

DESIRABLE QUALITIES AND SKILLS

Have energy, imagination, flexibility and patience. Knowledge of contact database development/maintenance. Experience of minute taking at meetings. Knowledge of current moving image/film screening and editing formats. Experience using a web CMS (such as Wordpress). Knowledge and awareness of the wider context of film and moving image

practice, festivals and the film industry.

BACKGROUND INFORMATION

Thank you for enquiring about the above role. This is a part-time role, with flexible working hours, as indicated in the terms above. Borders Arts Trust does not have an office base, so it is anticipated that the Administrative Assistant will work from home using their own pc. A hot desk space in the CABN office in Tower Mill, Heart of Hawick can be provided on occasion and when necessary. You will be provided with an e-mail address. We will offer payment as a fee, so this post would suit a self-employed person.

This is a developing role in a dynamic new festival and partnership between Borders Arts Trust, CABN and Heart of Hawick, and we are looking for an enthusiastic and motivated individual who would enjoy being part of a developing creative festival.

TO APPLY FOR THIS ROLE:

Please fill in the Application Form. If you would like to provide further information, you can also enclose a CV, but we will focus primarily on the application form and your supporting statement in it.

Submit your application as an e-mail attachment, and any queries to: bridie@bordersartstrust.org

If you would also like to send a hard copy of your application, the address is:

Borders Arts Trust, Phenzhopehaugh, Roberton, Hawick, Roxburghshire, TD9 7NQ

APPLICATION DEADLINE:Monday 1st August 2011 by 5pm.

Please mark as ‘Private & Confidential’.

INTERVIEW DATE:Thursday 4th August 2011 (there is some flexibility with this date if there are any barriers to attending on that specific date.)Location: Hawick