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Operations Intern

Cheltenham (with occasional homeworking)

Responsible to: Operations Manager

Hours: 8-month internship ending 31 st October 2025
Full-time fixed term contract, 37 hours per week.
Some evening and weekend work required during festivals.

Holiday: 33 days per annum including bank holidays pro rata

Pension

Staff Ticket Allocation

Background information

Cheltenham Festivals is a charity co-creating experiences which bring joy, spark curiosity, connect
communities and inspire change. Our year-round schools, community and talent development
programmes culminate at the town’s internationally acclaimed Jazz, Science, Music and Literature
Festivals.

Since the launch of the Music Festival in 1945 and the Literature Festival in 1949 (the World’s oldest
Literature Festival) Cheltenham has been at the forefront of contemporary British culture. The Jazz
Festival was introduced in 1996 and the Science Festival in 2002.

The charity is jointly led by CO-CEOs who are responsible for live and digital content, all year-round
outreach & education programmes, festival delivery, marketing, People, and finance.

The Role

Working collaboratively with the two Operation Coordinators and under the direction of the Operations
Manager, the Operations Intern will support the smooth operational delivery of all activities to fulfil the
vision of the charity, a world in which everyone can access culture.

The postholder will work within the framework of the overall strategic plan with accessibility, inclusion
and sustainability at the heart of everything that we do. The postholder will work collaboratively
across wider teams and given training in Festival Pro (event software) in order to support the teams.

Pre-Festival 

To provide administrative support to the Operations team to include: 

• Assisting with the Travel and Logistics Forms including collation of speaker presentations 
• Assisting with travel arrangements for festival participants and staff, and booking/hiring festival cars/vans as appropriate 
• Ensuring event related admin is completed accurately on FestivalPro (training provided) 
• Arranging meetings, circulating agendas and taking minutes when requested 
• Coordinating festival ID policies and ordering materials as appropriate, e.g. wristbands, lanyards, etc.  
• Assisting with the set up and running of the festival site office during festivals. 
• Providing administrative support for ad hoc exhibitions and installations at the Festivals 
• Producing festival/venue/event documentation, including signage, venue information packs, parking lists 
• Assisting with arranging and booking site cleaners, coordinating radio lists, producing hotel welcome packs alongside the volunteer team 
• Booking or ordering props, equipment, unusual objects related to event delivery 

During Festivals 

• Preparation of operational day sheets and management of communicating updates 
• Collation of all special requirements from participants to include craft boxes, visualisers, flip charts, leaning boards etc and uploading all information accurately onto FestivalPro and delivery during the festivals 
• Management of additional publisher materials such as special activities, stickers, magazines 
• Oversee the booking, delivery and collection of character costumes used within the festival 
• Oversee all materials required to deliver the family and free events, re-stock where necessary and distribute accordingly 

General responsibilities 

In addition to the specific responsibilities all the Cheltenham Festivals team are expected to:

1. Diversity and Inclusion: ensure that our Equality, Diversity, and Inclusion (EDI) policies are followed and embrace the benefits of diversity so that everyone – irrespective of individual differences in their identities, background, or any personal characteristics – receives fair and equal treatment in a safe, welcoming, and enjoyable environment. 
2. Performance Improvement: be responsible for your own performance, participate in our performance review procedures and propose better, faster, or less expensive ways to do things which help our overall mission. 
3. Health and Safety: be responsible for ensuring the health and safety of the team and yourself by following safe systems of work, and by meeting the requirements of the health and safety policy. 
4. Compliance and Integrity: be compliant with the law and the festivals’ policies especially with regards to data protection and IT security and ensure other policies as advised from time to time are followed. 

This job description is not intended to be exhaustive and the nature of our work and the size of our
team at Cheltenham Festivals requires everyone here to be flexible. You may be required to take on
such reasonable additional or other responsibilities and tasks as we need from time to time.

For a downloadable job description and application form please click on Apply Now.

Salary: £23,750 pro rata

Hours Per Week: 37

Apply Now

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