This role is responsible for planning volunteer rosters and for recruiting and engaging volunteers in sufficient numbers to cover all positions for the 2019 Alchemy Film and Arts Festival. This role is personally accountable for building the necessary relationships with relevant third parties to ensure a successful recruitment campaign and ongoing working relationships. During the Festival the Volunteer Coordinator will be responsible for the volunteer experience and accountable to the Festival Producer for making sure that all volunteer slots are covered.

Contract fee: £1,400
Fixed term contract: 4 March to 7 May 2019, flexible working, approximately 20 days.
Application deadline: Thurs 31 January 2019, midnight.
Start date: 04 March 2019.
Location: Hawick, Scottish Borders.

About Alchemy Film & Arts

Founded in 2010, Alchemy Film & Arts is the first Creative Scotland Regularly Funded Organisation in the Scottish Borders. One of our flagship projects is the annual Alchemy Film & Moving Image Festival, which has developed into one of Europe’s leading festivals of experimental film and artist’ moving image. Alchemy Film & Arts also engages in developmental projects for experimental film and artists’ moving image production in Scotland, including a year-round exhibitions programme, an annual one month artists’ filmmaking residency, filmmaking symposia, touring programmes and a range of community filmmaking and engagement initiatives. In 2017, Alchemy Film & Arts curated Scotland’s national exhibition at the Venice Art Biennale, presenting a major new film commission by the artist filmmaker Rachel Maclean.

The Role – Volunteer Coordinator

  • Work with the Festival Producer and Marketing Coordinator on volunteer recruitment, drawing upon previous year’s volunteer lists and developing ways to reach new volunteers for this year’s festival.
  • Compile and maintain an accurate database of all those having agreed to volunteer, their contact details and availability. 
  • Assist the Hospitality Assistant and Festival Producer in creating a driving schedule, liaising with volunteers on their availability to ensure all guest transport needs are met.
  • Manage volunteer briefing, training, communication and above all ensure that the volunteers are engaged, know what is expected of them and prepared for their role.
  • Produce a volunteer information pack and comprehensive resource schedule for the festival, (to include; cinema staff, installation venue hosts, welcome desk, drivers, support team (runners, open and closing) technical and installation support etc. (with contingency).
  • Take the lead on organising and presenting at the Volunteer Meeting and Training Events.
  • Coordinate volunteer communications via social media, email and face to face.
  • Compile a volunteer rota covering all volunteer needs during the festival and ensure that all volunteers are trained and ready in time for the festival.
  • Oversee the smooth coordination of volunteers during the festival, ensuring that all invigilation posts are covered and that volunteers are happy and comfortable during their time at the festival. Coordinate the delivery of refreshments and lunches to the volunteers during their shifts.
  • Produce an end of festival report on the success and learning points of the programme, collate and report on volunteer feedback. 
  • You will be responsible to the Alchemy Film & Arts Producer.

Note: The requirements of service delivery in relation to the festival mean you will need to be able to carry out these services on location for 9 days straight over the period from Mon 29 April to Wed 7 May. There will be consistent additional late evening activity over the key festival days 2-6 May.

The Person


  • Highly organised, with meticulous attention to detail.
  • Skilled in the use of spreadsheets and databases for tracking and contact management.
  • Comfortable taking on responsibility, seeing things through to the end and take pride in a job well done.
  • Confident, outgoing and a good networker.
  • Ability to work to deadlines in a high pressured environment.
  • Excellent written and verbal communicator.
  • Good at building working relationships with other parties.
  • Project management and relationship management skills.


  • Prior experience in the field of volunteer management, preferably in the creative sector.
  • Prior experience of working in a festival or event management context.

To Apply

Please send a CV identifying your relevant education and experience, a cover letter outlining how you relate to the person specification, and the names and contact details of two referees to:

Please use the subject line “Alchemy Volunteer Coordinator Application”.

Application deadline: Thurs 31 January 2019, midnight.

Interview date: early February 2019, in Hawick, Scottish Borders.