Overview
Join to apply for the Executive Director role at Finchley Children’s Music Group. This is a key role within Finchley Children’s Music Group, operating alongside the Artistic Director as joint CEO, to lead the operations of the charity and develop the strategic vision with the Board and the Artistic Director. The Executive Director manages the administrator and the volunteers in achieving and delivering the operational efficiency and effectiveness of FCMG. The Executive Director identifies the needs of the organisation and recruits the staff and volunteers necessary to operate the organisation to a high professional standard, with the support of the trustees. During the first year in the post, the Executive Director will review the organisational effectiveness of FCMG and make recommendations to the Board regarding improvements and development. This may lead to relevant changes of structures and roles if required. The postholder will work in close co-operation with the Artistic Director as the co-leaders of the organisation and report to the Board of Trustees, who provide strategic guidance and scrutiny.
Main responsibilities
* To be responsible for all operational aspects of the Group.
* To develop and maintain the operational systems and structures of the Group in consultation with the Board.
* To lead and manage the administration and volunteer teams to ensure the professional effectiveness of the Group.
* To ensure the efficient and effective operation of rehearsals.
* To respond to external client enquiries whilst consulting with Artistic Director and Chair of Trustees as appropriate; and continue to liaise with external clients throughout the life of the project.
* To be responsible for all non-musical arrangements for concerts and other events.
* To facilitate musical arrangements for all concerts and other events as advised by the Artistic Director.
* To publicise the activities of the Group to all interested parties and the wider world, creating content for newsletters and the website, and making use of social media as appropriate.
* To be the primary point of contact for FCMG for operational communications.
* To ensure maintenance of electronic administrative records for the choirs that are policy compliant, fit for purpose, accessible to relevant FCMG parties, and up to date at all times.
* To develop and maintain productive working relationships with the Artistic Director, the Trustees, music staff, parents, and external arts industry contacts particularly others responsible for operations.
Duties
* To line manage all non-music staff, including pastoral staff.
* To ensure that all logistical arrangements are in place for all rehearsals and communicated to music staff and to parents/singers, including timetables, registers showing expected attendance, timed schedules for each staff member, room locations and set out, administrative and pastoral support, liaison with the conductors and the librarian in a timely fashion to ensure that the correct music is available, fire procedures and first aid.
* To ensure that all rehearsals are well managed.
* To ensure good safeguarding practice and secure health and safety practice is in place.
* To attend most Sunday rehearsals and be the main point of contact for parental queries and to ensure that when not present, roles are clearly defined and allocated to ensure equally effective operation.
* To chat with parents, encouraging them to take an interest in the operation of the Group and to take on small tasks including tuck shop and chaperoning.
* To make operational announcements to singers and parents as appropriate.
Concerts and other projects
* For external concerts and other external projects. To obtain relevant details from the potential client, including timings, locations, musical requirements, number of singers. To create a draft budget for the FCMG involvement in the project. To liaise with the client, the FCMG Artistic Director and the FCMG Chair to enable a decision to be made about taking on the project. To continue as the main contact with the client throughout the life of the project.
* To maintain control of the task list for all concerts and other projects and ensure that tasks are completed as necessary. Tasks vary depending on the project but include; singer availability, venues, uniform, music, transport, chaperoning, local authority child performance licenses, ticket sales, publicity, programmes, refreshments, instructions and schedule for singers, stage management
* To ensure that up to date information regarding singer availability and project logistics is available electronically to the Artistic Director at all times.
Marketing
* To ensure that the activities of the Group are publicised to current members and their parents, music staff, patrons, alumni, friends and also to the wider world.
* To prepare content and contribute to the design for the FCMG web site and for news emails and other communications.
* To ensure that information is posted on official FCMG social media channels and to ensure engagement with other platforms as appropriate and in line with FCMG strategy.
* To ensure that Group biographies and suitable photographs are kept up to date and available.
Management of administration
* To establish good working practices and clarity around expected duties for the administration team.
* To ensure that all communications are processed promptly and appropriately.
* To ensure that membership enquiries are processed efficiently.
* To ensure that administrative records for the Group (primarily the choir membership and attendance database) are kept up to date and made available as appropriate with due regard to safeguarding.
* To ensure that the Group calendar is kept up to date.
* To ensure that music staff are clearly and efficiently communicated with regarding administrative and operational arrangements.
* To ensure that all agreed contracts, for example for external engagements or venue bookings, are fully reviewed, understood and reasonable.
* To facilitate any actions that are required to maintain and uphold the Group policies, particularly with regard to the safety of Group members.
* To ensure that all necessary Group policies are in place, authorised by the Board, reviewed on a regular basis, and upheld during the operations of the Group.
* To ensure that unbudgeted costs are not incurred without the agreement of the Chair or Treasurer, and that invoices received agree to goods and services purchased (including staff time) and to pass them to the Treasurer / bookkeeper as authorised for payment.
* To ensure gift aid declarations are obtained from as many subscription payers as possible and ensure records are kept, allowing full claims to be made.
* To consider what external funding might be available to the Group and enable applications to be made.
* To arrange trustee meetings and distribute papers as appropriate and to present updates and recommendations to the board at those meetings.
* To attend music staff meetings, working in collaboration with the Artistic Director
* To develop and maintain a pool of volunteers from supportive parents, friends of FCMG, and others who are willing to assist the Group activities by taking on functions at events or other tasks to support the Group.
Strategy and Forward Planning
* To work with the Artistic Director to plan future events and schedules.
* To work with the Board of Trustees and the Artistic Director to develop the operations and strategic vision of the Group.
* Any other reasonable duties that may arise as requested by the Chair of Trustees.
Terms and conditions
Expected remuneration and time commitment are set out below, but may be adjusted following discussion with the successful candidate depending on previous experience and assessment of the role.
Employed part-time with an FTE probably between 0.6 to be agreed; working from home with weekly visits to choir rehearsals on most Sunday afternoons during term time. Holiday entitlement is 25 days plus bank holidays, pro rata to FTE.
As a senior staff member, the Executive Director will arrange cover for their periods of leave if required. Annual leave longer than two weeks requires approval from the trustees and would not normally be taken during term time.
The post-holder will agree a working pattern with the Chair on appointment with a greater term-time weighting. During term time it should include at least 2 hours per day Monday to Friday between 10am and 3pm, and 4 hours at the rehearsal venue on most Sunday afternoons. Work hours will include weekly, pre-arranged, meetings with the Artistic Director, and also liaison with the Chair where appropriate. Additionally, there will be occasional meetings with music staff and trustees in north London, often held in the evenings, as well as attendance at pre-concert rehearsals and concerts when required.
Remuneration is based on the agreed FTE and salary at a minimum of £46,000 depending on previous experience.
A laptop and phone will be provided by FCMG. The post is entitled to home office expenses.
Work hours to be viewed on an annual basis to allow for fluctuations in activity and flexibility for the post-holder.
The Operations Director must have or obtain enhanced clearance from the Disclosure and Barring Service (DBS). FCMG will manage the application process if required.
PERSON SPECIFICATION
Experience, knowledge and skills
* Proven leadership skills and stakeholder management experience.
* Ability to develop and maintain systems and structures.
* Knowledge and experience of managing the operational aspects of an organisation.
* Excellent organisational skills and attention to detail.
* High level of IT competency and operational understanding of data systems.
* Knowledge of safeguarding and child protection principles.
* Excellent oral and written communications.
* Excellent interpersonal skills.
* Proactive, efficient, and able to prioritise.
* Experience of working in a music organisation
* Management of project budgets
* Commitment to working with children and a desire to see them develop and flourish.
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