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Music Department Administrator

2 months ago

East Sussex, United Kingdom AD WARRIOR Full time
About the Role

We are seeking a highly organized and proactive Administrator to provide comprehensive administrative and operational support to our dynamic and thriving Music department and Visiting Teacher lessons.

Key Responsibilities
  • Provide administrative support for Visiting Teacher lessons, including room allocation, sheet music and instrument hire orders, and managing lesson reminders.
  • Oversee the administration of ABRSM and Trinity practical exams, coordinating visits with exam boards, scheduling timetables and liaising with the learning support team to co-ordinate specific needs provision.
  • Assist the Music Department staff with administrative tasks related to trips and tours, including risk assessments and compiling trips packs.
  • Manage the Instrumental Scheme, including communication with instrumental teachers, pupils, and families regarding timetables and allocations.
  • Process the monthly payroll for Visiting Teachers and termly billing for Parents.
  • Maintain accurate records of pupils, attendance registers, their participation in tuition and ensembles, and the allocation of music awards.
  • Provide support to Visiting Teachers as needed, including rescheduling lessons and liaising with pupils and families.
  • Record and distribute minutes for meetings as required.
  • Liaise with wider college teams such as HR and Finance and assist with the onboarding of new visiting music teachers, ensuring that their pre-work checks and compliance is complete.
  • Perform additional tasks as needed to ensure the smooth running of the Music Department.
  • Complete all administrative tasks supporting performances, examinations and lessons promptly to ensure high standards are met.
  • Deliver services within areas of responsibility in line with the School's commitment to excellence in service provision.
  • Manage the comprehensive library of sheet music held by the College, assisting ensemble leaders sourcing and distributing the music.
Requirements
  • Exceptional administrative and organisational skills.
  • Strong written and verbal communication abilities.
  • Proficient computer skills, with confidence in using various software applications.
  • Must have knowledge of Microsoft packages and Teams.
  • Experience with SOCs and iSAMS is desirable.
  • High level of reliability, enthusiasm, and the ability to work independently.
  • Excellent interpersonal skills.
  • A good understanding of the needs and dynamics of a busy school music department.
  • Positive and collaborative approach to working with pupils, staff, and parents.
  • Strong initiative and ability to work efficiently under pressure.
  • Proven ability to prioritise tasks, adapt to changing circumstances, and meet deadlines.
  • Experience working with children aged 10-18 years.
  • Knowledge of musical instruments and ensembles, experience with the mechanics of music tuition.
  • A good sense of humour and a commitment to achieving the highest standards.
Working Arrangements

The preferred hours of work are 8:30am to 5:00pm with a 60 minute unpaid lunch break Monday to Friday inclusive (37.5 hours per week), working term-time (35 weeks), plus an additional 3 weeks (38 weeks total*).

*Please note that the working weeks are to be discussed further at interview, along with the total hours per week and work pattern.

Remuneration

A salary in the range of £23,000 - £24,500 per annum will be offered to reflect the individuals experience, agreed work pattern and working weeks. For part-time working hours the salary will be pro-rata'd accordingly.

Benefits
  • Complimentary lunch is provided.
  • Free tickets to the College's music, dance and drama performances.
  • Job specific Learning and Development programme available to all employees.
  • Life Cover is provided whilst working at the College after successfully passing probation period.
  • The College provides a contributory pension scheme with matching contributions from the employer up to 9%, which all eligible employees will be automatically enrolled into within three months of commencement of employment.
Wellbeing
  • Significantly subsidised gym membership for the School of Science and Sport is available, which includes access to yoga and Pilates classes and use of the gym and swimming pool.
  • Personalised health and wellbeing consultations.
  • Generous sickness policy.
  • Meditation sessions.
  • Access to books, magazines and DVDs from the College Library.
  • Comprehensive wellbeing package.