Working at Hay Festival

    The festival is put together by hundreds of people, from building the site and producing the events to welcoming our guests and spreading the word. We are currently looking for a Box Office Assistant for 2025 and a Finance Officer to join us on permanent basis.

    Box Office Assistant

    Fixed Term - Temporary Contract January - June 2025 - £12.30 per hour - meals in the staff restaurant during the festival

    The Box Office Assistant provides a high level of customer service in person, by telephone and by email to all visitors and artists to maximize ticket sales. They work closely with all members of the team to welcome audiences, provide excellent customer service and ensure that the Box Office provides up to date information to visitors to Hay Festival. 

    Main Duties 

    • Using our bespoke Box Office system to sell tickets and membership.
    • Maintain, edit and update customer records in accordance with data laws and regulations
    • Answer queries from the general public, over the phone, on email and face to face providing excellent customer service
    • Assist customers with their accounts, and any problems they may have navigating the Hay Festival website.
    • Provide customers with up-to-date information about travel, accommodation and parking and recommend services available through our official partners
    • Help train and supervise new staff during the festival period.
    • Act as a principle point of welcome to the Hay Festival. 
    • Offer the highest levels of customer service in person, by telephone and by email to all visitors and artists.

    Person Specification 

    Essential 

    • Customer service experience
    • Strong IT skills with excel and data management experience – training will be given in our software
    • Confident communicator in person and on the phone, with strong interpersonal skills
    • Calm and patient with the ability to stay focused in a busy environment
    • Highly organised & adept at time management
    • Sales orientated skills
    • Possess a good attention to detail
    • Adaptable & Flexible 
    • Enthusiastic learner

    The position is based in our office in Hay on Wye. Approx 20 - 30 hours per week rising to full time during busy periods, some Saturday working will also be required. The post will commence approx. January 8 2025 and you must be available for the entire duration of the festival period, May 22 - June 1, when the hours of work will be longer and include some early starts and/or late finishes.

    A full job description can be found here

    To apply please send your CV and a letter detailing how your experience fits the role to Linda - linda@hayfestival.org

    CLOSING DATE: 12.00pm Tuesday December 17

    Hay Festival strives to be a diverse and inclusive employer. We value difference and recruit by merit based on fair and open competition and welcome candidates from all backgrounds. We particularly encourage applications from people or social groups that are currently underrepresented in the creative industries. 

    Finance Officer

    Permanent - £24–£26.5k per annum full time. Part time hours would be considered.

    Hay Festival are seeking an experienced Finance Officer. This is a job for an extremely organised, confident and proactive multi-tasker, it requires an abundance of energy, resourcefulness and a keen eye for detail. The ability to prioritise effectively and communicate efficiently is key. 

    Reporting to the Finance Director, the Finance Officer will be the key contact for day-to-day financial aspects of the organization and will assist in the administration and maintenance of an effective and robust finance department for the Hay Festival.

    General Duties

    This list is not exhaustive, and the successful candidate should be flexible and prepared to support the core staff team at busy times. 

    • Working closely with the Finance Director to assist across a range of activities
    • Manage payroll and pension function and ensure all returns and payments are made accurately and on time.
    • Manage purchase ledger invoices, expenses, and credit notes.
    • Prepare and post weekly and monthly supplier payment runs in GBP and other currencies.
    • Reconcile supplier statements and bank accounts, resolving any discrepancies.
    • Monitor donor/membership schemes reporting to Development team
    • Reconcile monthly credit card accounts and post to relevant expenditure codes.
    • Reconcile all card sales transactions
    • Identify opportunities to claim Gift Aid and process and manage all gift aid claims
    • Assist with accruals, prepayments, and month-end processing leading to management accounts.
    • Participate in the preparation of statutory accounts and compile relevant schedules and analysis. 
    • Maintain a grant management system to ensure reporting requirements are met and to inform cash flow management.
    • Manage petty cash, and onsite cash during festivals
    • Proactively chase customer payments and manage overdue accounts.
    • Create sales invoices and allocate sales receipts
    • Maintain Fixed Asset Register
    • Produce quarterly VAT returns

    Person Specification 

    Essential 

    • Knowledge of VAT schemes including partial exemption and EU VAT.
    • Experience and knowledge of working in the charity sector.
    • Highly organised and motivated.  Excellent written communication and administrative skills with a strong attention to detail. 
    • The ability to be independent and self-motivated - taking initiative and ownership - as well as participate in a team with sensitivity and flexibility.
    • A good communicator able to deal with suppliers/ sponsors and statutory funding bodies effectively.
    • The ability to manage multiple priorities and meet project timelines and a flexible approach to developing and delivering the post working to key deadlines.
    • Team player and confident in working with a wide range of people across the team
    • Discretion and a proven ability to handle confidential and sensitive information. 
    • Demonstrate a willingness to undertake training as required for the development of the post and enhancement of the company’s skills base.
    • Knowledge of Sage Accounts Payroll and accounting systems  
    • Excellent IT knowledge, strong excel skills. 
    • Full Driving Licence

    A full job description can be found here

    To apply please send a CV and a letter detailing how your experience fits the role to Sian at sian@hayfestival.org. If you would like to discuss the role please contact Amanda on amanda@hayfestival.org 

    Hay Festival strives to be a diverse and inclusive employer. We value difference and recruit by merit based on fair and open competition and welcome candidates from all backgrounds. We particularly encourage applications from people or social groups that are currently underrepresented in the creative industries. 

    CLOSING DATE: 12.00pm Friday December 20 (successful candidates will be contacted in the new year)