Graduate Music Administrator

Have you recently graduated and are looking to use your musical and administrative skills in an award-winning school? We are excited to appoint a Graduate Music Administrator/Assistant who will be key to the smooth-running of an established and thriving department.

The role offers the chance to work within a dedicated team towards the administration of one-to-one lessons, our impressive concert series, trips and examination sessions. We are looking for someone with strong communication and organisational skills, who is passionate about music and its place in education. The role is varied and we very much welcome those with keyboard accompaniment skills to support the wide range of performance opportunities available to the children.

• Fixed term 1 year contract, full-time (40 hours per week), term time only.
• Hours flexible depending on the needs of the department to be agreed with the Principal of the Junior School, the JS Head of Music and the Director of Music
• For the right candidate there is scope for the role to be part-time (c.35 hours per week).
• Please state whether you are interested in full-time or part-time work on your application)

Role will include but not be limited to the following duties:

Concerts/Events

• Being present at evening (and occasional weekend) concerts and other events both on and off school property as requested by the Head of JS Music to assist with administration, ticketing, catering, distribution of programmes, ushering the audience and similar duties. It is expected for the post holder to attend all concerts; hours will become flexible in this way.
• Assisting with rehearsal schedules for major events
• Assisting with risk assessments and logistics for events
• Maintaining an events diary and supporting event planning through liaison with the necessary departments in the school (Facilities, Catering, Reprographics etc.)
• Assisting with the Open Morning
• Proofreading any programmes or materials for music events and information
• Supporting the care of the JS choristers in Senior School concerts/services/events
• Assisting on School music trips
• Create and produce information for Junior School events and concerts
• Being present for Front of House duties at Junior School concerts

Musical Duties

• Ability to accompany pupils on the piano – individual solo performances and ensembles where required – is desirable though not a necessity
• Ability to assist in ensemble rehearsals

Visiting Music Teachers

• Assisting the Music Department Manager with applications for individual lessons
• Keeping the instrumental lessons waiting list up to date
• Communicating regularly with VMTs and ensuring all rooms are booked in advance for lessons
• Monitoring all communications between VMTs and Parents/Carers and keeping the JS Head of Music informed
• Liaising with Head of Junior Music to keep VMTs and Parents/Carers updated on any new announcements regarding Junior School Music with a weekly bulletin
• Assisting with timetable queries and helping troubleshoot any issues that arise
• Being proactive in requiring VMTs to adhere to departmental policies and systems.

ABRSM Examination Board

• Communicate with parents and VMTs
• Organise dates within the school calendar for private visits
• Collecting and collating entries
• Organising accompanists, a rehearsal schedule, waiting rooms, etc.
• Organise exam timetable
• Ensuring the room is adhering to ABRSM regulations
• Organise stewards for the exam, or acting as a steward
• Collect, collate, and distribute results
• Assisting the examiner with any requests on the day

General Administration Tasks

• Maintaining and updating Music Department on and offline filing systems, e.g. academic results, ABRSM exam results
• Being the first point of call for internal and external enquiries, liaising with pupils, parents and colleagues in order to ensure the smooth running of the department and continued good relations with all parties
• Book the necessary rooms for ensembles and extracurricular programmes
• Assist the Head of Junior Music in the maintenance and general upkeep of the department.
• Assist the Music Department Manager (based in the Senior School) in day-to-day management and parental contact of the Instrumental Scheme
• Managing the administration for the JS instrumental music scheme
• Provide support to the Head of Junior Music in completing routine administrative tasks
• To complete purchase orders as per the department’s needs, as decided by the Head of Junior Music
• To keep the spending log up to date

These duties and responsibilities are intended as a guide; they are not exhaustive. The successful candidate will form part of the wider Junior School team and will be expected to undertake any reasonable task or responsibility as required by the Head of Junior School Music or the Junior School Senior Leadership Team. There may be the occasional need to support in other curriculum areas and the role will involve doing some playground duties.