Classical Administrator

**Reports to**:Concerts and Projects Manager
**Location**:Sage Gateshead
**Working hours**: 36 hours per week
**Salary**:SCP 18, £19,800 per annum

**Works in conjunction with**: Classical, Finance and Front of House teams; other colleagues across the organisation as required

**About Sage Gateshead**

We are an international music centre based on the banks of the River Tyne. We are a unique venue where artists from across the world perform and audiences from a wide range of backgrounds come to hear, make, and enjoy all types of music.

We support local people to be creative, to develop a passion for music and put music at the heart of communities. Our artist development programme provides local artists with the opportunities they need to develop a career in music. We support young people to make music in our building and in the wider community through programmes such as In Harmony Newcastle Gateshead.

We believe our work makes life better for people in the North East. We’re building a creative, diverse, and passionate team and that’s where you come in

**About the role**

The Classical Administrator and Projects Assistant plays a key role within Sage Gateshead’s Classical team. Largely but not solely a desk-based role that acts as a central point of administration, it also assists in the planning and delivery of Royal Northern Sinfonia projects. This role would provide an excellent first step into arts administration for someone looking to develop a career in this area. It would be equally suitable for someone energetic and musical, who is keen to work in an office environment within a creative and fast-paced organisation and enjoys being part of making things happen.

**Overall purpose of the role**

To provide effective administrative support to the Classical team, including finance and music library tasks, alongside project assistance and development.

**Responsibilities and Duties**

**General Administration**

**Finance**
- Co-ordinate the creation of purchase orders and invoicing
- Handle reporting of credit card expenditure and timely chasing of artist/supplier invoices
- Assist with the processing of financial settlements for guest artists and ensembles

**Departmental Administration**
- Provide high-quality administrative support to the Classical team to enable the smooth running of the team, including minute taking, diary coordination, and being the first point of contact for external enquiries
- Manage and maintain the Classical inbox, responding to enquiries appropriately in a timely manner
- Maintain all archive material for Royal Northern Sinfonia
- Undertake specific research tasks from time to time as required

**Music Library Support**
- Assist the Music Librarian as required in preparing orchestral music, including marking up parts, and preparing hired copies for return to publishers post-performance
- Copy and distribute orchestral music to players on request, in the absence of the Librarian

**Project Assistance**

**Logistical arrangements**
- Arrange accommodation and local transfers for guest artists, maintaining excellent relationships with local suppliers
- Research and arrange coach travel and hotel accommodation for Royal Northern Sinfonia’s external activity (locally and regionally), within set budgets
- Assist the Project Managers in the creation of artist schedules and duty management documents, and in booking resources into Artifax
- Assist with tour planning for Royal Northern Sinfonia’s international work, e. g in providing relevant travel documentation (visas, carnets, A1 certificates etc.)

**Project development and delivery**
- Assist Project Managers with project-specific tasks, including research, developing and implementing creative ideas, and liaising with Front of House teams to ensure successful delivery
- Attend rehearsals and performances as required, to offer on-the-ground logístical assistance, acting as an excellent ambassador for the work of Sage Gateshead and Royal Northern Sinfonia
- From time to time, assist in the preparation and execution of live streams
- Oversee arrangements for the provision of artist liaisons for visiting ensembles
- Contribute to project evaluations, gathering player/participant feedback as required

**Other Duties**
- Carry out all duties in accordance with the Law, the Ethos of the Sage Gateshead and in the spirit of equality and fairness.
- Undertake other duties appropriate to the post and in line with the needs of the organisation.

**Person specification**

**Experience**

**Essential**:

- Standard office computer systems including Microsoft Word, Excel and Outlook

**Desirable**
- Office-working

**Skills and Knowledge**

**Essential**:

- Excellent written English
- Excellent attention to detail
- Excellent organisational skills
- Ability to work accurately and methodically
- Ability to work to a deadline
- Comfortable working under supervision
- Excellent interpersonal skills and the ability to interact effect