Music Department Manager

About the job

THE ROLE

To ensure the smooth running of the Music Department through the effective management of key administrative tasks across Senior, Junior and Pre-Prep and to drive forward improvements in these areas, whilst ensuring the high quality of music events throughout the year and administrative support to the Director of Music (DoM)

MAIN RESPONSIBILITIES

Manager Responsibilities

• Overseeing and managing the administration of the day-to-day running of the music department in liaison with DoM
• Managing the administration of the instrumental music scheme
• Day to day management of a large team of VMTs (50+) ensuring they adhere to departmental policies and systems
• Independently communicating with VMTs on all daily/weekly/termly admin matters
• Updating and monitoring the Music budget in liaison with DoM
• Liaising closely and supporting the Junior School Music Administrator with the Head of Junior Music

Senior School

Working closely with the Director of Music, responsibilities will include:

• Overseeing and managing the administration of the day-to-day running of the music department in liaison with DoM
• Managing the administration of the instrumental music scheme
• Day to day management of the VMTs ensuring they adhere to departmental policies and systems
• Independently communicating with VMTs on all daily/weekly/termly admin matters
• Updating and monitoring the Music budget in liaison with DoM
• Managing the Junior School Music Administrator with the Head of Junior Music
• Acting as a PA to the Director of Music.
• Being the first port of call for internal and external enquiries, liaising with pupils, parents and colleagues in order to ensure the smooth running of the department and continued good relations with all parties.
• Maintaining an events diary and supporting event planning through liaison with the necessary departments in the school (Facilities, Catering, Reprographics etc.).
• Assisting with recruitment of Visiting Music Teachers (VMTs), including liaising with the HR Department to place job adverts, process applications, arrange interviews and undertake administration in connection with the appointment of successful candidates and give an induction to the successful candidate
• Maintaining and updating Music Department on and offline filing systems, including personnel records, attendance records for VMTs and Child Protection and Health and Safety training records of VMTs and request training as necessary.
• Administering music awards interviews.
• Being present at evening (and occasional weekend) concerts and other events both on and off school property as requested by the Director of Music to assist with administration, ticketing, catering, distribution of programmes, ushering the audience and similar duties.
• Ordering and distribution of scores and sheet music to pupils and for school ensembles
• Taking minutes at departmental and other meetings as required.
• Assisting the Director of Music in the maintenance and general upkeep of the department’s instruments and other departmental assets.
• Assisting the Director of Music with respect of diary management and correspondence.
• Carrying out other assorted duties within the post holder’s capacity as may be reasonably requested by the Director of Music from time to time.
• Assisting with Open Day, 11+ interview day and other events when needed
• Providing cover for other administrative staff across the Foundation if required.
• Where possible and sensible, assisting other colleagues with administrative matters

Managing the administration of the instrumental music scheme, responsibilities will include:

• Administering the instrumental scheme database and keeping the records up to date
• Keep spreadsheet records of RSVPs and attendance with respect of events and chase-up RSVPs if necessary
• Communicate independently with VMTs about 'leaf' matters (daily/weekly admin matters)
• Overseeing VMTs’ timesheets and advising the Payroll Officer of salary payments to be made to VMTs.
• Maintaining records of instrumental lessons taught and advising the Fees Officer on a termly basis of tuition fees to be billed to parents.
• Keeping VMTs informed of the School’s reporting deadlines, collating their reports when necessary and helping upload the reports onto SIMS.
• Coordinating with the VMTs - assisting with queries and problems and running the room booking system for music lessons.
• Being proactive in requiring VMTs to adhere to departmental policies and systems
• Organising Parents’ Consultation Evenings for VMTs and meetings which VMTs are required to attend with the Head of Instrumental.
• Administering Associated Board, LCM and Trinity examinations within the Department (three times a year).
• Upkeep and standardisation of departmental notices and documentation

Junior School

Working closely with the Head of Junior Music, responsibilities will include:

• Be the first point of call for all parental queries and dealing with all issues relating to the Instrumental Scheme.
• Maintaining records of instrumental lessons taught and advising the Fees Officer on a termly basis of tuition fees to be billed to parents.
• Overseeing VMTs’ timesheets and advising the Payroll Officer of salary payments to be made to VMTs.

The division of responsibilities between the three areas detailed above will, naturally, fluctuate from time to time. Short and medium term priorities will be agreed with the Director of Music during the course of regular weekly meetings.

The day-to-day life at the School, especially during term time, requires someone who is willing to be flexible and adaptable. While flexibility in working hours is required, extra hours will be expected and accrued at evening (and occasional weekend) concerts and other events. These extra hours may be taken as time off in lieu during School holiday times in agreement with the Director of Music.

 Applications should be made via Highgate's website, please click the button above.

For any queries please contact Alice Taylor, HR & Recruitment Officer, Highgate School, North Road, London, N6 4AY recruitment@highgateschool.org.uk 

Closing date 29th November at 8.00am.

Applications will be considered on receipt and we reserve the right to close an advert early, if we find a suitable candidate.

Highgate School supports anonymous recruitment. This means we hide your personal, identifying information to remove bias from the hiring process. We encourage applications from candidates who experience barriers and inequity due to their ethnicity, gender identity, physical or mental health, sexuality, and/or socio-economic background.

Highgate is committed to the safeguarding and welfare of children. Applicants must be willing to undergo child protection screening appropriate to this post, including checks with past employers, overseas police check if necessary and the Disclosure and Barring Service.

Please note that this role is ‘exempt’ from the Rehabilitation of Offenders Act 1974 and therefore, you are required to declare any convictions, cautions, reprimands and final warnings that are not ‘protected’ (i.e. filtered out) as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013). Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview.