Mac Makes Music Coordinator

6 months ago

Birmingham, United Kingdom Midlands Arts Centre Full time

Job Advert

MAC is recruiting for a motivated individual to assist the MAC Makes Music Producer with the administration and co-ordination of the MAC Makes Music programme. MAC Makes Music is an award-winning programme providing innovative music-making opportunities for children and young people who face barriers to accessing music. The programme seeks to ensure that young people have access to music no matter who they are, where they come from or what they’re going through by delivering practical sessions, supporting wider sector training and advocating for inclusive change at a strategic level.

Specifically, the post-holder will assist in maintaining and developing administration systems and databases, preparing contracts, booking internal and external resources and collating statistical data for reporting purposes. There will also be opportunities to observe and support music sessions, create and manage content for social media channels and the website and manage discrete projects with support of the wider team.

**Key Responsibilities**

The principal responsibility of the post is to manage the administration and support the coordination and development of the MAC Makes Music programme.

**Assisting in Programme Delivery**
- Work closely with the MAC Makes Music producer to arrange and formulate schedules for projects, training and events.
- Organising and coordinating online events on MAC Makes Music’s Zoom and Teams channels.
- Gather and maintain emergency contact registers for any in-house sessions at MAC.
- Co-ordinate specific projects within the MAC Makes Music programme, working closely with the Producer within agreed budget and outcomes.
- Attend music-making sessions in supportive, observing and evaluating manner where needed.

**Artist/Stakeholder Liaison**
- In liaison with MAC Makes Music Producer, prepare and issue contracts and agreements for freelancers and short-term arrangements, ensuring contracts that are due for renewal are flagged and updated appropriately.
- Provide telephone reception services for members of the public and music leaders, ensuring enquiries and messages are dealt with appropriately and in a timely manner.
- Organising the Mac Makes Music central inbox and calendar, liaising with the Producer to ensure all communications are received and responded to appropriately.
- Being the first contact for everyday communication for Music Leaders and facilitators, including but not limited to travel plans, venue contacts and day-to-day queries.
- To attend and represent MAC at openings, performances, conferences and events as appropriate and agreed with the Producer.
- Provide minute taking services at wide variety of external and internal meetings, co-ordinating attendance and distributing agendas in advance.

**Communication and Media Responsibilities**
- Maintain the image, audio and video data/archive, both internally and on public platforms. Ensure that we are GDPR compliant in how we store and keep this data.
- Ensuring photographic consent and any general permission forms have been requested and develop a database to manage this process. Provide forms in accessible formats as required.
- Producing marketing materials for MAC Makes Music projects and events working closely with the wider Marketing Team at MAC.
- Managing MAC Makes Music social media accounts, posting regularly to help raise the profile of the programme. Consulting with the wider Marketing Team at MAC where necessary.
- Maintaining MAC Makes Music webpages and working with the wider Marketing Team and the Producer to manage the webpages and develop new content.
- Promoting events, projects and opportunities to MAC Makes Music’s contacts and networks. Utilising and maintaining the mailing list to do this.

**Resource Co-ordination**
- Update and maintain MAC Makes Music resources and equipment register, liaising with both the Learning and Participation Team and the Technical Team at MAC to document and manage usage, report any repairs etc.
- Ensure Yesplan is kept up to date with information as developed and received.
- Book internal meetings and events as needed, working with the Hires Team.
- Contribute to the development and associated opportunities that the Recording Studio and facilities present - working closely with the Producer and the wider MAC team.

**Administration**
- Ensure that all databases and information is stored in compliance with GDPR and MAC’s terms and conditions.
- Collate and store invoices; insuring they are appropriately processed in accordance with MAC’s terms and conditions.
- Support the evaluation of MAC Makes Music by disseminating and collating evaluation forms; statistical data and creative documentation of projects and events. This may include arranging and facilitating evaluation meetings with Music Leaders where requested.
- Develop and maintain spreadsheets and office systems in conjunction with the Producer.
- Provide data from these sources to the Producer

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