Operations Manager

Full time, £32,000-35,000 per annum (depending on experience)
Permanent position. Options for flexible working between Jan-June each year.

UK Jewish Film is the leading national organisation showcasing to diverse audiences a huge range of high quality, British and international films that reflect Jewish culture and experience. In 2019 its flagship annual festival, the UK Jewish Film Festival, screened at 15 cinemas in London and in 21 towns and cities across England, Scotland and Wales.

UK Jewish Film also runs a busy, year-round programme of film screenings and events in London, Manchester and Glasgow; the Pears Short Film Fund at UKJF, which commissions two new films each year; the FilmLAB programme for emerging filmmakers; a film streaming platform; and the Geneva International Jewish Film Festival. Its film education programmes for schools also reach more than 2,000 participants each year.

UK Jewish Film seeks a highly organised and effective Operations Manager with experience, to manage its year-round and festival operations, production and office.

To apply, please send your a Cover Letter and a CV to: info@ukjewishfilm.org

Closing Date: Friday 28th February 2020

Job description

Title: Operations Manager
Reports to: Chief Executive
Line Managing: Production Assistant, Bookkeeper, Box Office Officer, Interns and Volunteers

Key Job Purpose
1. Operational planning and production of all film festivals, screenings and other year-round events and activities.
2. Management of day-to-day finances and accountancy/governance processes
3. Management of office including IT, database and website
4. Administration and coordination of delivery for sponsors, funders and members scheme

Principle Responsibilities
1. Operational Planning and Production
(a) Film Transport
Coordinating all national and international film transport for festivals and year-round screenings in liaison with distributors/sales agents and other film festivals.
(b) Certification
Ensuring that films are certified in accordance with current regulations and with the current practice of the exhibiting venue.
(c) Technical
Ensuring that all additional film and screen elements, including subtitling, are produced, delivered and tested as required and in liaison with relevant stakeholders.
(d) Production planning
Leading on planning and production of all festivals and individual events. Reporting regularly as required to Chief Executive and providing feedback and support to operational team.
(e) Production
Coordinating all operations and logistics for screenings and events including catering, sponsor, security and front of house requirements, with the support of the Production Assistant during the main festival period.
(f) Guest Management
Coordinating all international and national guests with the support of the Production Assistant, including booking of flights, trains, hotels, cars, preparation of schedules and guest liaison.
(g) Box Office and Ticketing
Working with IT providers to ensure in-house online ticketing system is robust and enables good audience experience as well as detailed/regular reporting.
Where box office is processed through the exhibiting venue, liaising with the venue to ensure good audience experience and regular reporting.
Line managing the Box Office Officer during the festival period and the front of house representatives at venues, with the support of the Production Assistant.

2. Finances and Governance
(a) Day-to-day finance management
Responsible for timely invoicing, payroll, pensions, Gift Aid. Assisting the CEO in preparation of operational budgets and financial management documents.
(b) Bookkeeping
Managing the bookkeeper in ensuring accurate and up-to-date bookkeeping, as well as in their supply of required figures for management finances, and the preparation of accounts to trial balance for the annual audit.
(c) Governance
Ensuring that annual audit is carried out in timely, efficient and cost-effective manner and that all accounts are filed on time. Ensuring the Charities Commission and any other regulatory documents are filed on time and to the standard required.

3. Office Management
(a) Office Functions
Central point of contact, responsible for efficient running of the office.
(b) IT Systems
Ensuring robust IT systems and providers are in place including adequate back-up of databases in line with GDPR regulations.
(c) Databases
Managing all databases in line with current regulations including GDPR.
(d) Website
Management of all technical aspects of the website and its development and security, including occasional support of marketing team in uploading/updating content.

4. Sponsors, Funders and Members
(a) Administration
Maintaining up-to-date, detailed and accessible records of all present and past, sponsors, funders, members and other stakeholders.
(b) Sponsorship and Funding Proposals/Reports
Assisting the Chief Executive in the preparation of proposals/reports and Executive Board documents where required.
(c) Compliance
Ensuring compliance with terms of all sponsorship, funding, partner and venue agreements.
(d) Membership
Management of the Membership scheme including regular monthly reporting on progress. Box Office Officer will be expected to lead on this aspect during the busy festival period.

5. Other duties
(a) Marketing Support
Working with the Chief Executive, Marketing Manager and the staff team on the production of the printed and online festival programmes. Securing all materials including images and credits.
Supporting from time to time on the provision of other marketing materials.
(b) Branding
Ensuring where necessary that branding is in line with current brand and marketing strategies.
(c) Policies
Responsible for regular update and observance of current Health and Safety and insurance policies. Ensure observance of any other current policies and that staff and interns are made aware of those policies.

Person Specification

• Outstanding organisational skills and attention to detail
• Excellent written and oral communication skills
• Ability to prioritise and balance multiple priorities
• Experience of, or aptitude to understand, technical details relevant to film projection and creation/delivery of film materials for cinemas, video on demand and online
• Experience of working with and analysing numbers, using excel spreadsheets, and managing finances and budgets
• Ability to create and maintain good working relationships with cinemas, technical staff and a range of stakeholders from sponsors to distributors
• Experience of planning and communicating plans effectively to others
• Experience of coordinating logistics for visiting cultural/event guests
• Experience of producing or managing complex film or cultural events
• Experience of dealing with website developers or working on website build projects
• Experience or aptitude for learning to use and manage content management systems
• Experience of working on finance management documents, creating or monitoring budgets
• Ability to work as a supportive team member
• Excellent IT skills especially Microsoft Office programmes (used via Apple Mac)
• Commitment to continued professional development
• Willingness to work some unsocial hours, including weekends in and around the film festival period
• Understanding of and commitment to the cultural and education aims of UK Jewish Film

• Degree level education or equivalent
• Experience of dealing with accountants, audits and delivering documents in compliance with the requirements of Charities Commission and Companies House
• Experience of managing administrative and IT aspects of a small office
• Enthusiasm and demonstrable interest in cinema and Jewish life and culture