Music administrator

TRENT COLLEGE

The role of Music Administrator– Trent College Music School

Summary of Responsibility

The Music Administrator's main role is to support the Director of Music with the daily running of the Music School, communicating with parents, pupils and staff, and providing clerical and administrative support to the Director of Music as required.

Main Responsibilities:

To assist the Director of Music in all aspects of an administrative and clerical nature related to music at the Trent College Music School including:

1. Staff Liaison.

· Liase with peripatetic staff. First point of call with the staff as they arrive for their days teaching.

· Notify teachers of known pupil absences and changes to the day's events/ music lessons/ ensembles and room bookings.

· Ensure peripatetic staff are informed in advance of the school timetable and events which may affect their lesson timings to ensure that all lessons run smoothly

· Keep staff liaison books and folders up to date, and deal with issues as they arise, informing the DOM as necessary.

(The periods between 08:15 – 09:00, 12:50 – 13:50 and 16:00 – 16:30 are crucial times in the music school office for enquiries regarding lessons and ensembles, therefore attendance at this time is extremely important). Lunch should be taken between 11:50 – 12:20.

1. Parent Contracts.

· Prepare parents contracts regarding instrumental tuition. This is reviewed with DOM and new contracts are issued periodically together with ensuring accurate records are kept of any notice given.

1. Music Charges

· To keep records of the music charges, and to prepare the end of term information for charging to pupil accounts in consultation with the Director of Music. These include lesson charges, examination fees, hire charges and additional miscellaneous items.

1. Salary Predictions/Weekly Minutes

· Assist the DOM with salary predictions and adjustments for the peripatetic staff at the beginning and end of each term.

· Logging Weekly Minutes on to spreadsheet provided by accounts

1. Outgoing Expenditure

· In conjunction with the Director of Music, keep an accurate and up-to-date record of outgoing expenditure from the various budgetary codes. Ensuring that this database is in line with the agreed annual budget

1. Instrument Rental

· To keep accurate and up-to-date instrument rental records, prepare rental agreements and inventories. Liaise with staff, parents and pupils over hired instruments.

1. Performances

· Assist with the organisation of any concerts, productions, rehearsal schedules, room bookings, liaising with relevant people on Trent College campus as necessary, (e.g catering, marketing, school office).

· Produce invitations to concerts, productions and prepare programmes for the events.

· Ticket Bookings

1. External Examinations

Liaise with DOM and peripatetic staff regarding external examination entries:

· Organise/ arrange examiner bookings to Trent College music school

· Collate examination entries for external examinations

· Check examination bookings and confirmations

· Inform parents of examinations to be taken via letter

· Prepare timetables and inform teachers, pupils and parents of timings

· Check spellings on certificates prior to presentations to pupils

1. Pupil Instrumental Reports

· Assist DOM by collating the termly Pupil Instrumental Reports

· Oversee the peripatetic with regards to deadlines, completion and publication.

1. Musical Equipment

· Create and maintain an up to date inventory of all Musical equipment and resources

1. Ensembles

· Assist with the administration (ie pupils attending / registers) for lunch time ensembles; liaise with form tutors, peripatetic staff and pupils with any changes.

1. Accommodation

· Regularly check all music teaching areas regarding Health & Safety and cleanliness issues, and report any maintenance/ cleaning issues to maintenance department.

1. Music School Calendar

· In consultation with the DOM, publish a detailed annual timetable of events for the music school, amend as necessary and inform all staff of changes as early as possible.

1. Ordering

· Order of music/ equipment as directed by the DOM, and check all the deliveries prior to forwarding invoices for payment.

1. Security

· Operate sign in/ sign out system for all music rooms

· Ensure Trent College security policies are adhered to inside the Music School (for example – with regard to wearing security passes, visitor badges etc).

1. Database

· Maintain the Music School database with regard to individual pupils and their musical

Achievements.

· Update exam results and relevant pupil information.

17. The Elms

· Liaison with The Elms Music Administrator re Scholarship information

· Liaison with The Elms Music Co-Ordinator / Music Administrator re transition information and events.

17. General

· Photocopying and any general clerical tasks

· To have an understanding of the Data Protection Act and other legislation to ensure confidentiality and records maintained

· To liaise with the school medical centre and first aider in relation to pupil welfare

· Any further tasks that may be reasonably requested by the Director of Music which fit within the general area of the post.

Job Types: Full-time, Permanent

Pay: £12.27 per hour

Benefits:

* Discounted or free food
* Employee discount
* Free parking
* On-site parking

Work Location: In person