JOB DESCRIPTION

BIFA is recruiting a full time member of staff to join its team. The Awards & Events Coordinator manages the viewing and voting process for the Awards and is responsible for all communications with entrants, voters and committees, as well as helping coordinate and manage other aspects of BIFA’s day-to-day activities and broader strategy.

We’re looking for someone who is passionate about independent film, who is fearsomely organised and motivated and who is able to be confident, diplomatic and unflappable in communication with our hundreds of voters and stakeholders.

BIFA is at the heart of the UK independent film industry and this role is the engine of our awards process.

RESPONSIBILITIES

Awards process

• Tracking releases and festival screenings of independent British and international titles
• Soliciting, monitoring and assessing applications for voting membership
• Preparing draft rules and eligibility guidelines, based on consultation with committees and voters
• All communications with and management of voters, including:
  • Call for volunteers for nominations voting and allocation of subgroups
  • Monitoring and allocating film viewing to voters
  • Preparing for and leading all subgroup meetings
  • All voting notifications
  • Recruiting jurors (with support of Directors) and manage all communication with jurors
• All communications with and management of entrants, including:
  • Call for entries (via distributors, producers, partner organisations)
  • Working with the Awards & Events Assistant to check and process all entries, ensuring all supporting materials received to our (and partners’) specifications
  • Preparing papers for Nomination Committee to assess eligibility queries
  • Ensuring sufficient access to films for voters by working closely with distributors and entrants
  • Entry checking, long list and nominations notifications
  • Arranging and booking screenings of nominated films at partner venues, communicating these to voters
• Logging problems, notes and potential improvements for a thorough end-of-year debrief, including analysis of voting data
• Briefing and managing our web developers to ensure voting and viewing site is updated and maintained

Communications

• Contributing to strategy and content for BIFA social media channels, working closely with BIFA’s social media / PR agency and the livestream producers
• Maintaining and updating the BIFA website with news, press releases and photography galleries, commissioning and writing articles about the long lists, nominations and winners

Events

• Leading on producing short film events (screenings & network events) for the nominated shorts films across the country
• Co-ordinating invitations, RSVPs and guests lists for all BIFA events throughout the year
• Assisting in the running of all BIFA events throughout the year
• Helping to prepare onscreen content and design elements for BIFA events
• Archiving video footage, photography and other media from BIFA events (including the ceremony)

Other

• Preparing papers for, administering and minuting BIFA’s Nomination Committee, Event Committee and Board
• Contributing to overall BIFA strategy and forward-planning throughout the year
• Assisting the BIFA directors with other tasks and activity including (but not limited to) calculating voting results, compiling debrief reports, creating sponsorship decks, approaching and communicating with potential and existing partners, etc.

ESSENTIAL SKILLS, ABILITIES & KNOWLEDGE

• Organisation, administration and attention to detail: these are the most important aspects of this role. The success of the awards depends on its processes being managed efficiently and accurately; we are looking for someone with a flair and affinity for coordinating intricate and complex projects
• Time management and multi-tasking. We are a small team, our awards timeline gets very tight especially in the Autumn and lots of things happen at once, so a calm head under pressure is also very important
• Communication: excellent verbal and written communications skills (everyday communications with stakeholders, social content, website copy), copy editing and confidence to lead meetings of voters comprised of senior industry figures
• Creativity: generating ideas for social and website content, as well as event ideas to support and promote independent film and filmmakers
• Knowledge of and genuine passion for independent film
• Proficiency in: Excel, Word, WordPress, Keynote, Powerpoint, Google Drive

Also useful:

• Awareness of industry issues, e.g. diversity, accessibility, and of wider industry calendar and important events
• Basic photo editing & graphic design (photoshop, indesign)
• Basic video editing

TIMINGS

If you’re not able to make the interview date, please let us know in your application

how to apply

Applications for this position are now closed.