Closing date: 10:00 on Wednesday 09 January 2019
Interview date: Wednesday 16 January 2019
Start date: Monday 28 January 2019 (depending on successful candidate)

Background 

The idea at the heart of the Edinburgh Festival Fringe is simple: anyone with a desire to perform and a venue willing to host them is welcome. No individual or committee determines who can or cannot perform at the Fringe. 

It all began in 1947 with eight companies – six of them from Scotland – taking a risk, turning up uninvited and performing on the ‘fringe’ of the inaugural Edinburgh International Festival. Over 70 years later, the Fringe has grown to become the greatest platform for creative freedom in the world, second only to the Olympics in terms of global ticketed events. In 2018, 3,548 shows took place in 317 venues across Edinburgh.

The Edinburgh Festival Fringe Society is the charity that was established by participants to act as the custodian of the Fringe. We exist to support, advise and encourage everyone who wants to participate in the Fringe, provide information and assistance to audiences, and promote the Fringe and what it stands for all over the world. 

The Participant Services team supports artists, venues and arts industry on their journey to the Fringe and helps them to make the most of their experience. Year round, we provide support and advice to performers and venues in person, by phone and online. We manage the show registration process, programming and delivery of Fringe Central - the professional development centre for participants - and the arts industry office where people coming to Edinburgh to buy work can accredit and get support. We also facilitate Made in Scotland, the Scottish Government EXPO funded showcase of Scottish work on the Fringe and deliver an international and domestic engagement strategy to encourage participation.

We are looking for a proactive and conscientious Participant Services Assistant to support the Participant Services team. Reporting to the Participant Projects Manager, you will thrive in this pivotal role which requires you to work in an administrative and project support role across the team’s activities and projects. 

Forward thinking and adept at multi-tasking, you will be enthusiastic and enjoy solving problems creatively. You will have first class administration skills, be great at organising yourself and other people and have high standards of customer service and accuracy. A good communicator, you will be able to respond to a wide variety of enquiries with authority and diplomacy and ensure that queries get to the right person in the team, acting as gatekeeper and sign poster where appropriate. 

Role Purpose

This is a new role which has been created to support the Participant Services team who provide guidance to venues, performing companies, producers, promoters and other stakeholders participating in the Fringe. 

You will provide general administrative support to the team and act as a first point of contact for advice and guidance to companies and venues. In addition to this, you will oversee the management of various resources and processes related to areas including accessibility, show registration and music licensing.

Role and responsibilities 

Support for participants

  • Supporting the provision of year-round advice and guidance to companies and venues who wish to participate in the Fringe.
  • Being first point of contact and primary advisor to first-time performing companies and venues.
  • Supporting international companies, including the handling of enquiries relating to visas, Foreign Entertainers tax, and requests for welcome letters.
  • Managing the distribution of sell out laurels to Fringe shows.
  • Giving general advice around music licensing.
  • Collating PRS declaration forms, managing PRS background music licensing for Fringe-registered venues.
  • Assisting with the music licensing and PRS reconciliation process and refund procedure.

Registration support

  • Contributing to the maintenance of the venue registration section of Edfringeware and liaising with performing companies, venue managers and Box Office teams in the lead up to and during the Fringe.
  • Assisting with show registration at peak points during the registration process.
  • Coordinating the venue listing proofing process for the printed Fringe programme.
  • Creating the Fringe Participant Discount resource. Collating and proof reading the information for the online and in-print versions.
  • Gathering and collating information on venue and show accessibility and its dissemination, including confirming accessible performances for listing.

Departmental duties

  • Providing general support across the Participant Services team. 
  • Supporting the setup and minuting relevant meetings as required including venue manager meetings.
  • Supporting the set up and delivery of Fringe Society events where required. 
  • Assisting with the administration of participant focussed sustainability, community and accessibility projects where appropriate.

 Person specification 

Essential 

  • Experience of providing advice and guidance with the ability to explain complex processes and procedures, both verbally and via email. 
  • Knowledge/experience of the Fringe or Fringe Society.
  • Excellent English language skills, both written and verbal. 
  • The ability to prioritise competing tasks.
  • Excellent IT skills, able to learn new software fast and troubleshoot basic issues. 
  • Excellent interpersonal skills and a proven ability to negotiate complex situations sensitively.
  • An ability to work to deadlines on numerous projects simultaneously, both independently and as part of a team.

Desirable 

  • Previous experience of the Edinburgh Festival Fringe or similar arts organisation. 
  • Experience of box office procedures and processes. 
  • Experience of programme/print production and proof reading.
  • Experience of database management or using Content Management Systems. 
  • Previous experience of working within a venue or a demonstrable understanding of venue management licensing and regulations.
  • Previous experience of working to accessibility policies and/or practices.
  • Knowledge of music licencing.

Salary and Benefits

The salary for this post is £19,000 per annum, plus 4.5% employer pension contribution. We offer 34 days annual leave including 6 public holidays over Christmas/New Year and Easter. 

Normal hours of work are from 10.00 to 18.00, Monday to Friday. Some additional evening and weekend work may be required, particularly during the show registration period. There is no overtime entitlement, but the Society does maintain a TOIL policy outwith the festival period. 
In the run up to and during the festival you will be required to work six days a week (42 hours) on a shift pattern covering the hours of 09.00am to 9.00pm, Monday to Sunday. Your working hours will be organised according to a rota system. A willingness to be flexible is required as you may be asked to work additional hours to meet deadlines and this is likely in the weeks between 12-28 April. 

During the festival you will be required to work six days a week (42 hours). Due to intense activity during certain periods of the year, the fact that no TOIL is accrued during the festival period and that only six public holidays are recognised, the Society feels that employees benefit from an extended holiday over the Christmas and New Year period. The Society will award six “Festival Fringe” days over and above your annual holiday entitlement to count towards this period.

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The Edinburgh Festival Fringe Society is committed to reducing its environmental impacts in its everyday operations. We are also committed to maintaining the open-access policy of the Edinburgh Festival Fringe. We are an equal opportunity employer and welcome applications from all sectors of the community. We are also proud to be a Disability Confident Employer and aim to successfully employ and retain disabled people and those with health conditions. We expect employees to support these commitments and to assist in their realisation. 

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