JOB DESCRIPTION
| Job Title: | Drama, Music & Sport Administrator |
| Hours of Work: | 37.5 Hours per week - Monday to Friday – 9am to 5pm34 weeks per year (Term Time plus 1 week) |
| Salary | £19,774 – £20,389 actual salary (0.74 FTE)Equivalent to Scale Point 20.5-21.5 (£26,722 - £27,554 FTE) |
| Responsible To: | Assistant Head Co-curricular |
Role Overview
A central role facilitating the smooth running of our busy and thriving co-curricular departments.
Specific Responsibilities:
General
• Act as the first point of contact for parents in the Sports, Drama and Music Departments, triaging enquiries via telephone, email and in person.
Manage and maintain accurate databases, including pupil lists for individual music lessons, LAMDA lessons, ensemble membership and exam results.
Minute departmental meetings.
Assist the Directors of Drama, Music and Sport in overseeing the co-curricular provision, including following up on absences.
Provide diary management support to the Directors of Sport, Music and Drama.
• Undertake other administrative duties as reasonably requested by the Directors of Drama, Music and Sport.
Visiting LAMDA and Music Teachers
Administer the Individual LAMDA and Music Lessons database, ensuring accurate records are maintained.
• Collate and publish weekly timetables for LAMDA and Visiting Music Teachers.
Manage Millennium Centre room bookings, allocating rooms and resolving clashes.
Maintain a rolling "Dates to Avoid" calendar.
Ensure SOCS is kept up to date and monitor attendance trends.
Correspond with parents regarding lesson changes and Terms and Conditions.
• Maintain records of Visiting Music Teachers’ capacities and support allocations.
Support induction of new peripatetic staff.
Assist with Visiting Music Teachers’ AGM.
Oversee administration of reports.
Order scripts and music and liaise with Finance.
Communicate staff absences or timetable changes.
Drama and Music Examinations
• Administer termly music examinations and liaise with exam boards.
Oversee drama and music exam administration.
Manage invoices and recharges.
Coordinate with the School Accompanist.
Communicate exam details to parents.
Ensure smooth running of exam days.
Distribute results and certificates.
Drama, Music and Sports Scholars
Liaise with Admissions regarding applicants and deadlines.
• Support administration of auditions and interviews, including collating references and repertoire, and producing schedules.
• Organise rehearsal schedules with the School Accompanist and coordinate interview/audition timetables.
• Oversee stewarding of scholarship days.
• Monitor Music Scholars’ attendance at lessons and rehearsals, highlighting concerns to the Director of Music.
PE Administration
• Organise the collection of Games options each term, ensuring accurate input and maintenance on the school database.
• Support the management of Games and off-Games registers, including follow-up of absences.
• Promote the co-curricular club programme each term and track participation on Evolve.
Liaise with external facilities providers and coaches.
Book transport (coaches and minibuses) for Games sessions and fixtures.
Manage missed lesson requests.
Coordinate catering requests.
Organise official sports team photographs.
• Ensure effective communication regarding fixtures, including confirmations, cancellations and changes.
Support administration of sports-related risk assessments.
Music Lockers
• Maintain accurate records of music locker allocations.
Allocate lockers to new pupils.
Ensure lockers are cleared at the end of the summer term.
Productions, Trips and Events
Support the Directors of Drama, Music and Sports as required with all administrative tasks associated with productions, concerts, trips and events in line with operational planning documents. Including,
o Event Notices
o Catering
o EVOLVE Trips administration
o Communications to pupils and parents
o Communications with external organisations, i.e. Junior Choir Festival
o Signage
o Producing programmes and posters
o Print scripts
o Create crew and casts lists
o Fielding questions from pupils, parents, and staff
PERSON SPECIFICATION
Operational Excellence
• Good written English and numeracy skills at GCSE level (or equivalent), demonstrated through qualifications, training, or relevant work experience.
• Good organisational skills; ability to plan, coordinate and establish priorities.
• A creative problem-solver; attention to detail.
• Capability to follow through quickly and efficiently with all tasks.
• Strong and accurate administrative and data inputting experience.
• Understanding of the importance of confidentiality and the ability to deal with sensitive and personal information with discretion and sensitivity.
• Excellent interpersonal and verbal communications skills; good telephone manner; ability to establish harmonious links with stakeholders at all levels.
Excellent IT skills, including:
• A sound working knowledge of Microsoft Office, particularly Excel.
• A sound working knowledge of the school’s MIS.
• A sound working knowledge of the Music department’s timetabling software.
Personal Behaviours
• An outgoing, confident, affable and positive personality.
Capable of using own initiative.
• A good team worker who can work collaboratively with stakeholders at all levels of the organisation.
• Self-motivated, enthusiastic and committed to supporting colleagues.
• Proactive, team player.
Contribute to the maintenance of a positive and supportive work culture; being prepared to assist colleagues during peak workload periods and to cover other duties on an occasional basis as reasonably required by the School
Ability to work independently, problem solve and use initiative.
A positive ‘can do’ approach with a willingness to adapt.
• Strong attention to detail.
Ethos and Whole School Values
Able to operate at the heart of the school community
• Committed to the Sacred Heart Values
• Commitment to Woldingham as a school with high academic standing providing a holistic education and outstanding pastoral care
Safeguarding and Pastoral
• Committed to safeguarding and promoting the welfare of children and young people.
• A satisfactory Enhanced Disclosure from the DBS.