Introduction

The Bedfordshire Festival of Music, Speech and Drama was founded in 1921 and provides a showcase for the wealth of talent in the amateur performing arts in Bedfordshire and the surrounding area. The Festival offers a wide range of classes for all ages covering most musical genres as well as many varied Speech and Drama classes.

Run by a Committee of volunteers and a part-time Secretary, the Festival is a charity not receiving any funding from governing bodies at all. The organisers are extremely grateful to the Festival’s supporters, its Individual and Corporate Friends, for their financial support, without which the Festival would not take place.

The 8-day Festival takes place at the Bedford Corn Exchange during the first full week of March each year.

The Festival Secretary is the main contact for all Festival enquiries and is responsible for co-ordinating and managing all technical and practical aspects of the Festival planning throughout the year.

Hours: 5 hours basic per week on a flexible basis (this to increase during busy patches throughout the year, particularly between October and March). To be worked from home, except during Festival week when the office is based at the Corn Exchange.

Salary: £15 per hour

Job Description

The Festival Secretary’s responsibilities include but are not limited to:-

• Maintaining all Festival systems, files and the CRM database (Microsoft Dynamics)
• Managing the Festival email inbox
• Booking and liaising with adjudicators and arranging their joining instructions, accommodation and being the main point-of-contact in the lead-up to and during the Festival
• Communicating with key individuals, such as music and drama teachers, instrumental and peripatetic staff, headteachers and leaders of performing arts organisations in the county to encourage entries into the Festival each year
• Liaise with the Corn Exchange and King’s House and other Festival venues to ensure all logistics and arrangements are in place
• Invoicing for advertising space in the Festival Programme and ensuring artwork is received on time
• Researching appropriate funding sources and assisting with making funding applications
• Attending and taking minutes for Committee meetings and AGM
• Contributing to devising of the digital and printed Syllabus produced annually and managing the circulation to the wider community
• Liaising with the graphic designer and managing all print and publications required throughout the year
• Regular online updates including on the Festival website, Facebook and Twitter accounts
• Assisting with timetabling Festival classes and inputting timetable data onto the CRM database
• Producing all information required by Festival performers prior to the Festival including regular mailshots from the database
• Recording all results during the Festival and producing certificates, along with filing mark sheets and organising prize monies
• Acting as a Safeguarding Officer during the Festival
• Assisting the Chairman with arrangements for the Gala Concert
• Working with Corn Exchange technicians for the Gala Concert production (e.g. lighting and PA)
• Assisting with the planning and event management for the Celebration Day, Bedford Music Hub Showcase and Gala Concerts.
• Any other tasks as required to assist Committee members and the Festival Chairman

Person specification

The Festival Secretary should:

• Have extensive hands-on database management experience
• Be proficient with Microsoft Office particularly Excel and confidence in manipulating data and spreadsheets
• Have an understanding of marketing tactics including experience of writing appropriate copy for social media platforms and websites
• Demonstrate excellent organisational skills
• Be able to adapt and provide solutions in dynamic situations
• Have exceptional attention to detail
• Be able to work independently

A qualification in Music or Drama is desirable but not essential.

Application details

If you would like to apply for the position, please send a CV and covering letter to Julia Smith, Festival Chairman, email: festival@bedfordshirefestival.org.uk

Deadline for applications: Monday 5 June 2023