Volunteer Coordinator

Open City Documentary Festival


Salary: £2,760.00 (£120/day for 23 days)

Open City Documentary Festival is currently looking for a Volunteer Coordinator to be responsible for recruiting, scheduling, and managing volunteers throughout the festival dates.  

About Us:

Open City Documentary Festival celebrates the art of non-fiction, creating an open space in London to nurture and champion the art of creative documentary and non-fiction filmmakers. The festival is based at UCL within the Department of Anthropology.

The thirteenth edition of the festival will take place from the 6th – 12th September 2023.

Main Purpose of the Job:

The Volunteer Coordinator will be responsible for recruiting, scheduling, and managing volunteers throughout the festival dates.

Additional Details:

The position holder must be available to work the full dates of the festival 6th -12th of September, including the weekend. Flexible working hours will be required during the festival dates.


31st July – 4th August – 2 days per week

14th of August – 1st September – 3 days per week

4th – 12th September – full time

1 day wrap-up to be taken after the festival

Reports to: Production Manager, Festival Producer

Responsible for:  Festival Volunteers

Duties and Responsibilities:

  • Recruit volunteers; coordinate outreach and liaise with marketing team to post about volunteering opportunities on socials/in the newsletter.
  • Collate volunteer requirements for festival from all heads of departments to ensure all events and screenings are supported during the festival dates.
  • Create and maintain the volunteer schedule, responding to any changes or drop-outs as and when required.
  • Answer any queries about volunteering from potential volunteers
  • Send out volunteer expense forms and collect time sheets.
  • Update volunteer induction notes and volunteer pack
  • Process volunteer applications and assess eligibility of applicants.
  • Contact successful applicants and confirm their availability and requirements.
  • Arrange volunteer meetings and run the pre-festival meeting to brief all volunteers on their role and introduce them to the wider festival team.
  • Create and maintain a database of contact details for all confirmed volunteers.
  • Send volunteers their individual schedules and ensure they are briefed on all procedures and requirements.
  • Be the point of contact for volunteers during the festival dates; answering queries, welcoming new volunteers each day and briefing them on their roles and benefits for volunteering.
  • Liaise with Production Manager to respond to additional requirements for volunteers as they arise during the festival.
  • Make any necessary updates to the schedule as required and circulate.
  • Send out a nightly reminder email with the following day’s schedule to all volunteers
  • Be based at the Festival Hub and assist with production as needed.
  • Retrieve all receipts and expense forms to facilitate reimbursements. Create a log of all final expenses
  • Write a report on the volunteer process to give feedback for future editions of the festival.
  • Any other duties that are within the scope, spirit and purpose of the job, as requested by the festival team.

Person Specification

Essential Criteria:

  • Experience working on large scale events, ideally on film festivals or other relevant cultural events
  • Excellent organisational and administrative skills and ability to organise and motivate a team of volunteer staff
  • Excellent written and verbal communication skills
  • Ability to draft schedules, manage rotas and respond to last minute changes
  • Proficient knowledge of Microsoft Word and Excel

As part of London’s Global University, we know diversity fosters creativity and innovation. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong.

We therefore particularly encourage applications from candidates currently underrepresented in UCL’s workforce and within the cultural sector. These include: people from Black, Asian and ethnic minority backgrounds, disabled people and LGBTQ+ people.


To apply please complete this form and send a CV to info@opencitylondon.com with the subject line “2023 Volunteer Coordinator Application”.

Interviews will be held the week commencing 19th of June.

The closing date for this position is 09/06/2023 at 23:59

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