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Vacancy: Office Coordinator

Salary: £16,000 p.a.(Full time)
Closing: Midday, Friday 24 January 2014
Interviews: Friday 31 January 2014

As the Office Coordinator, you will perform a pivotal role, working with both the Director and the Awards & Events Coordinator. You will be the first point of contact for all office enquiries and as such, be a confident communicator (the ability to speak Welsh is essential). You will also be responsible for membership and the processing of entries to the annual British Academy Cymru Awards.

Key responsibilities:

1. Answering BAFTA Cymru main phone line
2. Managing and collating post and franking in office
3. Ordering stationery and office supplies
4. Assisting with BAFTA Cymru events as and when necessary
5. Assisting with maintenance of BAFTA Cymru website, marketing info and social networking sites
6. Assist with researching content for the monthly newsletter in accordance with BAFTA guidelines
7. Committee meetings; take minutes and disseminate papers for all meetings

Additional Responsibilities:


1. Process all new and renewing Member subscriptions
2. Maintain and update the membership database to ensure all Members contact information are correct and up-to-date
3. Handle and filter all Members questions/queries (where applicable)
4. Distribution of information to BAFTA Wales Members, partners and guests (general public)
5. Ensure all print and other promotional materials are designed, produced and distributed as appropriate
6. Help promote membership through a variety of platforms including social media, website and targeted events


1. Basic administration of monthly accounts, issuing invoices and receipts accordingly
2. Maintain and reconcile Petty Cash and Company Card on a monthly basis

Awards Entry Process

1. Distribution of all Entry details and guidelines to mailing lists and Members
2. Oversee the entry process for all entries submitted to the ‘online entry portal’ including Members online voting and ‘schools’ voting
3. Point of contact for all entry enquiries
4. Responsibility for processing Entry payments
5. Discuss entry guidelines/queries with entrants where relevant

Awards Juries

1. Assisting with collating lists of potential Jury Members in office
2. Assisting with collating Jury Timetable and discussing timings/queries with Jurors
3. Assisting with the organisation of Jury meetings
4. Collating the output format, preparation and printing of Jury Material
5. Collation of the list of nominees and winners and adhere to strict confidentiality measures
6. Formally notifying all nominees
7. Responsible for coordination of school voting for Best Children’s Programme Awards.

Essential Criteria

1. Excellent communication and interpersonal skills
2. A high passion for the moving image industries in Wales
3. High level of computer literacy, including database work with good knowledge of Word, Excel, Photoshop and Content Management Systems
4. First rate organisation skills and keen attention to detail
5. Flexible attitude towards working unsociable hours when required
6. Ability to prioritise and handle a number of tasks under pressure
7. Strong Team player, able to take direction but also work on own initiative with creativity and enthusiasm
8. Ability to communicate through the medium of Welsh both written and verbal

This position would ideally suit a highly organised graduate (or similar) looking to gain a practical overview of the industry. Previous post holders have gone on to work at the BBC and Shepperton studios.

We are no longer accepting applications for this role