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Festivals and Events Administrative Assistant (Oxfam House)

Context:

The Festivals & Events Administrative Assistant will assist the Festival & Events Office Coordinator, who provides primarily office-based support to volunteers and operational support to the wider stewarding team.

The successful candidate will play a fundamental role in supporting approximately 5000 volunteers as they attend music festivals with Oxfam throughout the summer.

2-3 days per week (This role is mainly office based however some days / weekends onsite at our larger festivals may be required).

Availability to attend our pre-season briefing weekend in April.

Key responsibilities:

  • Assisting in the supporter care of approximately 5000 volunteer stewards, including answering the telephone and email enquiries throughout the season.
  • Overseeing the administration duties relating to compulsory steward training courses.
  • Managing some of the steward admin including child forms, checking steward photographs and references.
  • Some onsite administrative support at festivals, dealing with face to face enquires and problems, assisting with processing signing in shift sheets, shift swaps and steward welfare support - You will need to be available for 10 days in June for our biggest festival.
  • General administrative support for the stewarding team and office duties..
  • Extensive use of our unique volunteer database for reports and updating of volunteer records throughout the summer.
  • To help with the processing of refunds after each festival by making sure volunteers have worked all their shifts and updating any denied or do not refund status.
  • Preparing the stationery boxes and paperwork that need to go to each festival and to assist with the printing of volunteer Id cards.
  • Some help with enquires through our social media channels throughout the season. 

Skills and competencies:


  • Very well organised and excellent time management.
  • IT literate including a working knowledge of Microsoft Word and Excel.
  • Strong administrative experience.
  • Excellent interpersonal skills and organisational skills.
  • Flexibility to adapt to changing priorities.
  • Ability to work to tight deadlines.
  • Able to work well independently, as well as part of a strong team.

What this role can offer the volunteer:

  • To develop key administrative and IT skills.
  • Opportunity to enhance communication skills (both written and spoken).
  • An opportunity to work within Oxfam's dynamic festivals team to gain experience of customer service and supporter care in large organisation.
  • To gain a positive reference to further your career and experience to apply for other opportunities within Oxfam.
  • Insight into working at music festivals.
  • The unique opportunity to make a real difference to the lives of people living in poverty and suffering worldwide.
  • Volunteer expenses; lunch & reasonable travel.

Contact:

Paul Eynstone 

Festivals & Events Office Coordinator

festivals@oxfam.org.uk

Application process:

Please complete the Volunteer Application Form and send it to the address above with your CV and cover letter.

Application deadline:

Friday 28th February 2020

Interview date:

9th March to 13th March 2020.

Start date:

Monday 6th April 2020

Regions:

  • Oxford

Interests:

  • Office

Work Days:

  • Weekdays
  • Weekends

Work Times:

  • Day Time