Office Administrator

Roundhay Music: Job Description for Part Time Office Administrator (On-site)

Reporting to: Roundhay Music Partners and Office Manager

Closing Date for Applications: 16th January 2026

Roundhay Music is seeking a part-time office administrator to join a small but vibrant working team. The job will be based at our studios in Roundhay but the administrator will also have responsibility for promoting tuition through presenting music demonstrations in schools. The successful applicant will have experience of delivering excellent customer service in a professional environment, whilst achieving a high level of accuracy and efficiency in their work. They will be used to reporting to management and happy to receive training and supervision in the job where required.

The candidate will need an understanding of the tasks and display these values during the course of their employment with Roundhay Music and will learn what to prioritise on a daily basis, as not every duty will be required every day.

Accounts

· Sales ledger inputting and customer account management using Sage Accounting Software

· Maintenance of all contact details on Microsoft Access database and accounts software

· Credit control – calling debtors regarding collection of monies

Reception duties

· Telephone responsibilities including logging incoming calls

· Dealing with queries from customers, tutors and schools

· Welcoming tutors, parents and students at the studios

· Introducing students and tutors, overseeing consultation lessons (online at present), dealing with student registration and any questions arising from parents/students

· Management of the email inbox (shared)

Administrative duties

· Provide clerical support to Office Manager and cover of this role when required

· Management and organisation of all records kept for schools

· Liaising with tutors and schools

· Co-ordination of termination procedures (i.e. students/tutors discontinuing)

· Co-ordinating student transfers to new tutors

· Responding to new enquiries and setting up consultations

· Data input on a daily basis as needed

· Writing/composing correspondence

· Ordering of sheet music/stationery

· Management of filing system

· Collating and organising concert entries for the creation of concert programmes

· Extensive use of Microsoft Office

· Proof reading of reports

· Keep up to date with the latest Health & Safety at work regulations and implement changes in the organisation

· Other ad hoc duties as required

Promotion*

· Coordinate and run school demonstrations (training will be provided). This includes the ability to present information about Roundhay Music to staff and students in schools and encourage school students to take up instruments

· Able to assist with coordination and staging of music concert days each term

Staff Disposition and Personal Requirements

· Friendly and cheerful, approachable, able to converse with parents, children and official bodies, with a good understanding of ethics

· A mature attitude to work and reasonable experience in the above duties including an excellent telephone manner and the ability to pick up new skills quickly

· Able to work to tight deadlines and specific targets

· Confident and able to adapt quickly to change

· Reliable and hard-working

· Tactful and diplomatic

· A general knowledge of music/musical theory is desirable

· Ability to check and maintain accurate records

· Good literacy and numeracy skills

· All staff must exercise confidentiality at all times and are required to sign a confidentiality document

· Must be able to work independently and manage their own workload through the school terms, but is also able to work well as part of a small team

· Keen to promote Roundhay Music

· Willing to take on new duties, training and listen to instructions

· Respectful and understanding of people from all backgrounds and cultures

· Own transport essential

· Mandatory annual appraisal

Hours

· TERM-TIME and occasional availability in school holidays to cover Office Manager.

· Typical hours are 3-7pm Monday-Friday at Roundhay Music Studios. When covering Office Manager, hours can increase.

· * School Demonstrations and concerts are often held in schools outside of usual office hours. These additional hours will be paid.

Job Type: Part-time

Pay: £14.00 per hour

Benefits:

• Company pension
• Free parking
• On-site parking

Ability to commute/relocate:

• Leeds LS8 1AB: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Do you have a background in music, e.g. learning an instrument, studies at school/higher education?
• Do you have an excellent command of the English language, both written and verbal?

Experience:

• Office Administration: 3 years (preferred)

Licence/Certification:

• Driving Licence (required)

Work Location: In person