JOB DESCRIPTION
MUSIC ADMINISTRATOR
The post reports to the Director of Music. She/he will provide general administration support to the Music Department and must be flexible, adaptable and responsive to the changing needs of the school and the role.
Main responsibilities include:
· Supporting the Director of Music with administrative tasks as required
· First point of contact for internal and external Music Department queries
· Communicating with external providers, parents, Visiting Music Teachers and school staff
· Events planning administration including arrangement of lunchtime concerts, pupil recitals, parents evenings, hall hire and room bookings
· Liaising with Marketing to prepare materials such as brochures, posters and concert programmes
· Coordinating with the School Office to update the School Calendar with Music events and communicate dates to staff and parents
· Preparing and distributing event invitations
· Invoicing and selling tickets for concerts internally and externally
· Coordinate ABRSM and TCL Music exams including timetabling, room bookings, liaison with examiners, invoicing parents and sending billing lists to the Bursary. Collating Music exam results for Annual Summary
· Communicating with students regarding Music lessons, participation in orchestras and concerts
· Financial administration such as processing expenses, Music lesson invoices, exam fees, instrument hire and room rental invoices
· Acknowledge Music lesson requests from parents and allocate new pupils to the Visiting Music Teachers in consultation with the Director of Music
Hours of work:
9.00 am to 4.00 pm Monday to Friday with 1 hour unpaid for lunch, totalling 30 hours per week for 36 weeks per year, to include 5 additional days to be agreed with the Director of Music. The position requires some flexibility and additional hours outside these times may be needed in order to attend Music events as required, including occasional evening concerts.
PERSON SPECIFICATION
MUSIC ADMINISTRATOR
Qualifications and Experience / · Experience of working in a similar administrative role· Understanding and knowledge of the education sector or music arts administration would be advantageous
Skills / · Excellent IT skills, with knowledge of Microsoft Office and willingness to learn new systems
· Excellent administrative and organisational skills
· Good interpersonal and communication skills
· Tact and diplomacy when dealing with challenging situations
· Accurate typing with good proof reading ability and strong numerical skills
· A friendly and professional telephone manner
Personal Qualities / · A team player, willing to be flexible and adaptable
· Personal warmth with ability to build good rapport with pupils, Visiting Music staff, Teachers, parents and visitors
· Ability to plan, prioritise and manage workload on own initiative in an environment of conflicting demands
· Ability to work under pressure and meet deadlines
· Methodical and accurate with attention to detail
· An ability to maintain confidentiality
Philosophy and Ethos / · A commitment to safeguarding and promoting the welfare of children and young people
· Ability to form and maintain appropriate relationships and personal boundaries with children
· Strong support for the strategic direction of the school
April 2017