Music Administrator

Job content

The school is looking to appoint a music administrator to support our busy and successful music department. This is a job share role with the existing music administrator. The hours are 17 hours per week over two days (Monday and Tuesday) from 7.30am to 16.30pm (including half an hour unpaid for lunch). You will be required to work 39 weeks per year (St Swithun’s term time plus 4 weeks in the holidays) and be paid 2 additional hours each week as payment for evening work at concerts throughout the year. There is an opportunity to work up to full time hours of 42.5 hours per week between September 2023 and January 2024.

The role is extremely diverse; involving helping the music staff with day-to-day matters (four department teachers and 30 visiting music teachers), guiding the pupils and parents in their use of the department’s facilities, completing pupil registration each day and putting into operation the various complex procedures involved in running music department events.

Key requirements of the role:

Secretarial

• The department administrator processes, sends and files letters, documents, minutes, reports etc. as well as sets up and runs a complete department database (Windows/Microsoft Office based) which links to the school’s general office.
• There is daily correspondence to deal with, and the administrator is based in the music office, where the telephone calls need to be answered. They may be involved in recruitment with HR. For publishing of documents, notices and concert programmes, photocopying and other resources, the administrator needs to be in close cooperation with the head’s EA and the staff in the school office and the bursary.

Stock

• The administrator undertakes music ordering weekly. The music is processed and distributed, with the music administrator keeping a record of pupils and prices to pass onto the bursary at the end of each month.

Musical

• It is a distinct advantage if the administrator has a strong interest in music, and an understanding of how musicians work. In such as the taking of the minutes at department meetings it is desirable that the administrator should have an awareness of musical matters in a general sense.

The pupils

• The administrator comes into regular contact with the pupils as they need help with such things as problems contacting teachers, understanding the timetables, borrowing school instruments, books or equipment. It is important for the administrator to enjoy dealing appropriately with young people.

The visiting music teachers

• The administrator has an important role in helping the Head of Instrumental Studies in attending to the needs of 30 visiting music teachers, each of whom comes to teach at the school at certain times of the week. There are daily matters to deal with and related jobs include liaising with the school catering department in ordering supplies.

The Music School

• The administrator is responsible for keeping an eye on the state of the music rooms and facilities, and reporting any cleaning and maintenance problems or needs. The administrator is also responsible for booking piano tuning for both the music school, boarding houses and Harvey Hall.

Academic music

• The administrator may be involved in the process of entering pupils for exams (academic and instrumental). From time to time the Assistant Director of Music may need assistance with other clerical areas.

Booking Facilities/Events

• The administrator will be involved with organising school events, which may on occasion include front of house duties, ticket sales etc. This will include organising evening concerts for the music school to help the running of the concerts.

Essential qualifications

At least 5 GCSEs at A*- C level (or equivalent) including Maths and English

Further details about the role, person specification and how to apply can be found on the school’s website.

The school offers a range of other benefits including:

• Discounted corporate gym membership, and use of ‘my active discounts’
• Generous contributory pension scheme
• Free membership of the school swimming pool
• Access to the school’s staff wellbeing programme
• Discount on school fees

The salary for this role will depend on qualifications and experience but is expected to be between £23,978.00 and £25,322.00 FTE (£9,741.94 and £10,287.98 pro rata based on the hours and weeks worked plus 5.6 weeks of paid holiday, considered to be taken during the school holidays).

The closing date for applications is: 9am, Monday 17 July 2023. Interviews are expected to be held on 20th and 21st July.

Further information about the role and how to apply can be found on St Swithun’s vacancies page.

Job Types: Part-time, Permanent
Part-time hours: 17 per week

Salary: £23,978.00-£25,322.00 per year

Benefits:

• Company pension
• Discounted or free food
• Employee discount
• Free parking
• Health & wellbeing programme
• On-site parking
• Sick pay

Work Location: In person

Application deadline: 17/07/2023
Expected start date: 01/09/2023