TO COMPLETE ADMINISTRATIVE TASKS PRINCIPALLY ON BEHALF OF THE DIRECTOR OF MUSIC, AND ALSO ON BEHALF OF OTHER DEPARTMENT STAFF. THIS WILL INCLUDE THE FOLLOWING MAIN DUTIES, BUT ASSOCIATED DUTIES MAY ARISE IN ADDITION:
- To deal effectively with all enquiries to the Department, both internal (from staff and students) and external and pass on to the relevant member of staff if necessary.
- To process ordering and purchasing paperwork
- To undertake reprographic requests
- To assist in the organisation of special events such as visits to concerts (eg in London, Birmingham), including the booking of any transport requirements, and to publicise general Musical events.
- To administer the Department’s music library.
- To liaise with the Admissions team each year over documentation for prospective music students eg Enrichment including audition process, 1-1 Music lessons,
- To liaise with the Finance Department about day-to-day departmental expenditure and prepare regular financial statements for the Director of Music.
- Attend scheduled departmental meetings.
TO ASSIST WITH THE DAY TO DAY RUNNING OF INSTRUMENTAL TUITION WITH TEACHERS EMPLOYED THROUGH THE COLLEGE’S OWN INSTRUMENTAL SCHEME. THIS INCLUDES THE FOLLOWING MAIN DUTIES:
- To programme instrumental and singing lessons for students at the start of each academic year, draw up individual timetables for each instrumental and singing teacher, and manage timetable changes that may occur from time to time.
- To oversee finance matters throughout the year, dealing effectively with students, parents and the College Finance Department.
- To liaise with instrumental teachers and students concerning absence and special arrangements.
- To liaise with Student Services about cases of students receiving Bursary funding.
TO BE RESPONSIBLE FOR CONCERT ADMINISTRATION AND THE PRODUCTION OF PUBLICITY MATERIAL. THIS INCLUDES THE FOLLOWING MAIN DUTIES:
- To book internal venues and external concert venues (attending pre-event site visits if required) and liaise with venues over all arrangements such as delivery of equipment, rehearsal set up.
- To assist with the hire of music, administering of copies to students and ensuring safe return of all music.
- To administer tickets for each event.
- To manage Front of House for all concerts
- To create programmes for each performance
- To book, and ideally drive, additional transport needed to transport instruments to external venues.
TO MONITOR THE ROOM BOOKING SYSTEM WITHIN THE MUSIC DEPARTMENT. THIS INCLUDES THE FOLLOWING MAIN DUTIES:
- To input room bookings for instrumental teachers and to make adjustments when required.
- To book rooms for students, including in the run up to practical assessments.
- To liaise with the central College room bookings administrator to coordinate College bookings of Music Department rooms eg for Tutorial assemblies, for College internal and external exams, for College events such as staff meetings and staff training.
TO LEAD ON THE ADMINISTRATION OF INTERNATIONAL CONCERT TOURS WITH OUR EXTERNAL TOUR COMPANY. THIS INCLUDES THE FOLLOWING MAIN DUTIES:
- To liaise with the Tour Company on all aspects of the tour such as accommodation booking, concert venue, excursion and restaurant booking.
- To liaise with students and parents on medical and dietary requirements, passport and other paperwork.
- To coordinate presentation materials for the pre-tour Information Evening.
- To attend the concert tour, potentially sharing van-driving duties
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