OPPORTUNITY
Administrator (Music Department)
Part-time, Permanent (See notes on P5)
Role Overview
The Music Administrator provides efficient and professional administrative support to the Music Department, ensuring the smooth delivery of instrumental lessons, music examinations, concerts and wider departmental activity.
Key Responsibilities
- Instrumental Lessons Administration
Coordinate lesson timetables with Visiting Music Teachers (VMTs)
Liaise with parents, pupils and staff regarding lesson sign-up, scheduling and changes
Monitor timetables to ensure smooth delivery of instrumental provision
Maintain attendance data and communication records (SOCs)
Manage communication with VMTs
2. Music Examinations
(usually 2/3 days per term, plus 1 or 2 external Saturdays per term)
Administer examination entries with boards such as ABRSM, Trinity and LAMDA
Liaise with VMTs regarding candidate lists for taking exams
Coordinate exam-day logistics including stewarding and examiner arrangements
Organise stewarding on exam days and look after examiners on exam days
Collate results and organise distribution of certificates
3. Concerts and Events
Produce concert programmes, orders of service and other event documentation
Liaise with staff to confirm performers and event details, e.g. informal concerts and House Music
4. Administration Support
Order music resources, e.g. reeds, strings, etc. and maintain recharge records
Maintain inventory of departmental instruments
Liaise with external providers (e.g. repairers, piano tuner)
Support departmental organisation and record-keeping for all instruments
Organise ticketing, transport and catering for music events
Liaise with and book external venues for music events
Person Specification
Essential:
Experience in an administrative role
Strong organisational and time management skills
Excellent communication and interpersonal skills
High level of IT competence
Attention to detail and accuracy
Ability to manage competing priorities
Professional and reliable approach
Desirable:
Experience within a school or music environment
Familiarity with music examination boards
Experience of event or programme coordination
General Responsibilities
Demonstrate a clear understanding of the School’s aims, ethos and values, ensuring that all aspects of the role actively support and promote these objectives.
Undertake relevant training and professional development opportunities to support the effective fulfilment of the role and maintain up‑to‑date knowledge and skills.
Carry out additional duties, ad hoc tasks or project work as required, in line with the needs of the School and as directed by the line manager.
Be flexible and adaptable, undertaking any other reasonable duties and responsibilities commensurate with the role, as determined by the line manager.
The Process
Applications should be submitted by noon on Friday 19th June 2026. Interviews will be held during the week commencing Monday 22nd June 2026 or on receipt of a positive application. Applicants should submit an application form (link below).
Any questions about the post can be directed to the Music Department: MB@westbuckland.com or DNC@westbuckland.com
Application Form
Closing Date: Friday 19 June 2026, 12 noon
Salary Competitive
Hours: 5 mornings per week | Term time only
Safeguarding Policy Statement
The post holder's responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact, will be to adhere to and ensure compliance with the school's Safeguarding and Child Protection Policy at all times. If, in the course of carrying out the duties of the post, the post holder becomes aware of any actual or potential risks to the safety or welfare of children in the school, s/he must report any concerns to the school's Designated Safeguarding Lead or to the Head.
West Buckland School is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo child protection screening appropriate to the post, including reference checks with past employers and the Independent Safeguarding Agency. This post is identified as being within the scope of Regulated Activity and requires a cleared Enhanced Disclosure from the Disclosure and Barring Agency. As such all previous criminal convictions deemed to be expired under the Rehabilitation of Offenders Act are required to be declared, this may not negate the applicant from being appointed.
In line with KCSIE guidance the school will conduct an internet search of short-listed candidates on Google and Social Media and limited to the information provided on the application form. Any information that is publicly available online and relevant to safeguarding or your suitability to work with children might be discussed at interview.
Applications
Our School Equal Opportunities West Buckland School is committed to equality of opportunity for all staff and applications are encouraged from individuals regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.
Data Protection
The school is registered under the Data Protection Act 1998. The information you supply when requesting a job pack will be held in electronic format for monitoring and evaluation purposes and in connection with any future contact. We keep applications from unsuccessful candidates for a period of six months from the closing date after which they will be destroyed. If you do not wish your application to be retained during this period please indicate this in a covering letter with your application.