Summer Schools Manager

          Job Description

Job Title:  Summer Schools Manager
Department: Innovation
Grade: D
Location: Guildhall School of Music & Drama
Responsible to: Senior Production Manager (Open Programmes)
Responsible for: Informal supervision of Open Programmes Coordinators, Open
Programmes Administrative Assistant and Short Courses Assistants

Appointed Candidates Signature:
Please sign and date here upon receiving your offer of employment
I confirm I have read the Job Description below:

Full Name: ………………………………………………………….

Signature ………………………..………. Date: …………………

Purpose of Post

The Innovation Team comprises several strands of activity: Guildhall Open Programmes (short
courses and summer schools), GPS, Creative Partnerships and Guildhall Ignite.

The Summer Schools Manager is a hands-on operational lead responsible for the effective
planning and delivery of Guildhall School’s Summer Schools. Working closely with the Senior
Production  Manager  (Open  Programmes),  the  postholder  coordinates  all  logistical,  staffing
and  delivery  elements  to  ensure  the  smooth,  safe  and  high-quality  operation  of  the
programme.

Working to the Senior Production Manager (Open Programmes) and supported by the Open
Programmes Coordinators, the postholder, they will manage the end-to-end operational cycle
—  from  preparation  and  documentation  through  to  onsite  delivery  and  post-programme
evaluation — ensuring that all plans are clear, complete and implemented on schedule.
them
They  must  be  confident
independently, and ensuring all operational elements are complete, accurate and ready for
delivery.

taking  over  partially  developed  plans,  progressing

This role requires a proactive, solution-focused manager who is comfortable making decisions
in  real  time,  resolving  issues  directly  when  appropriate,  and  escalating  promptly  when
necessary.  During  live  programme  delivery,  the  postholder  will  be  a  prominent  on-the-floor
presence,  and  ensuring  the  smooth  running  of  logistics,  events,  registration,  facilities,  and
participant experience. This includes working extended hours during peak delivery periods.
The postholder will build and maintain strong relationships across the School and with external
stakeholders.  They  will  oversee  event  production  elements,  PV  and  AV  requirements,
catering, ensuring all operational standards are met.

Page 1 of 9

The  postholder  will  oversee  the  work  of  the  Open  Programmes  Coordinators  and
Administrative Assistant, supervise the Short Course Assistants, and collaborate closely with
internal  and  external  stakeholders  to  ensure  excellent  participant,  tutor  and  audiences
experience.

Main Duties & Responsibilities

1.  To manage the operational planning, and delivery for of the  Summer Schools across

both in-person and online format, ensuring a well-organised and high-quality experience
for participants.

a.  To take forward existing production plans and schedules for the 2026

Summer Schools ensuring all operational tasks, documentation, logistics and
timelines are up to date and fully prepared for delivery Implement effective
planning procedures, ensuring deadlines are met, risks are identified early
and issues are escalated appropriately.

b.
c.  To share plans with all relevant stakeholders, and ensure all information
related to production is disseminated with clarity and all operational
responsibilities held by other departments are agreed.

d.  Working with the Senior Production Manager (Open Programmes)to ensure
that the programme is  appropriately staffed (courses and related activities).
Supervise, schedule and support Short Course Assistants, ensuring
appropriate training, briefing and rota planning,

e.  Serve as a key on‑the‑ground operational lead during live delivery, resolving
issues promptly and ensuring smooth coordination of logistics, facilities,
registration and customer care. Escalate to the Senior Production Manager
(Open Programmes) when needed.

2.  To work closely with the Senior Production Manager (Open Programmes) , in striving to

develop and improve practices, processes and procedures for the 2026 Summer
Schools. .

3.  Provide day‑to‑day supervision, delegation and support to the Open Programmes

Coordinators and Administrative Assistant, ensuring clear workload management and
alignment with delivery timelines. Ensure Open Programmes Coordinators and the Open
Programmes Administrative Assistant are trained and follow systems and procedures
correctly. T.

4.  To build and maintain excellent working relationships with key stakeholders and work
collaboratively with relevant departments to ensure consistently high-quality delivery.
This includes confirming stakeholder resource and time commitments in a timely
manner, and ensuring they are clear on expectations and responsibilities. To liaise with
relevant external partners and suppliers such as catering, and external hire companies
providing space, materials and equipment to ensure all arrangements are confirmed and
delivered as agreed

a.  Operational stakeholders include; Facilities, DPVS IT, ),. Catering. To

manage the required support across these provision areas.

Page 2 of 9

b.  Academic stakeholders include: Short courses tutors, academic departmental

staff (Music, Drama & Production Arts)

5.  To oversee the customer experience for Summer Schools ensuring excellent customer
service from enquiry through to attendance. Ensure that communication to participants
and tutors is timely, accurate and supportive

6.  To oversee the booking of teaching and performance spaces required for the Summer
Schools  ensuring correct use of ASIMUT and adherence to internal procedures.
Support team members in maintaining accurate system records and checking that set-
ups are correctly added.

7.  To represent Open Programmes at relevant meetings when required

8.  Support the Senior Production Manager (Open Programmes) in ensuring Summer
Schools policies and procedures are compliant and reflect School standards.

9.  Coordinate risk assessment processes for Summer Schools activity, ensuring they are

up to date and followed during delivery.

10. As requested by the Senior Production Manager (Open Programmes)  to organise and
lead operational summer schools planning meetings, including cross departmental
production planning meetings, and regular status meetings with key internal
stakeholders.

11. . Guided by the Senior Production Manager (Open Programmes), to implement the

promotional film and photography schedule provided by the Senior Production Manager
(Open Programmes) and agreed with the Marketing Team. This includes finalising
timelines and ensuring the Open Programmes team is fully briefed. To communicate with
tutors and participants in advance to facilitate the project.

12. Working with the Senior Production Manager (Open Programmes), who is the

Designated Safeguarding Lead, to support safeguarding processes. This includes
overseeing the DBS process for tutors, short course assistants and any staff working on
Open Programmes, ensuring that all individuals involved in programmes with participants
under the age of 18 have the appropriate and up‑to‑date DBS certification. The
postholder will organise and monitor this process in a timely manner and act as Deputy
Safeguarding Lead, deputising for the Senior Production Manager (Open Programmes)
as required.

13. Monitor financial administration: timesheets, invoices, and reconciliation of summer

school costs.

14.  Support the contracting process for external tutors and internal contributors by ensuring

documentation and systems are complete and accurate.

15. To support the Senior Production Manager (Open Programmes) in the recruitment,

engagement and supervision of short course assistants. To assist with training delivery
and contribute to preparing accurate timetables to ensure under‑18 participants receive

Page 3 of 9

appropriate supervision and the delivery of the summer schools programme is
adequately resourced.

16. To coordinate Summer Schools evaluation, ensuring the Open Programmes

Coordinators and the Open Programmes Administrative Assistant collect and collate
relevant information for effective analysis and that all processes comply with GDPR laws.
To organise and participate in debrief meetings with the tutors. To provide the Head of
Open Programmes with synthesised data on key performance indicators (such as
participant numbers, demographics, and financial data).

17. Actively seek to implement the City of London’s Occupational Health and Safety Policy in
relation to the duties of the post, and at all times give due regard to the health and safety
of both themselves and others when carrying out their duties.

18. Actively seek to implement the City of London’s Equal Opportunity Policy and the
objective to promote equality of opportunity in relation to the duties of the post.

19. To undertake any other duties that may reasonably be requested appropriate to the

grade

Page 4 of 9

Person Specification

Job Title: Summer Schools Manager
Department: Innovation
Grade: D
Trent Position number:
DBS Criterion:

Enhanced DBS with children’s and adult’s barred list

Security Vetting Criterion:

No security vetting is required

Politically Restricted Post Criterion:

This post is not politically restricted

Please find below the qualifications, experience and technical skills required to undertake this
post. Each criterion will be assessed at application (A), interview (I) or test (T) as indicated
below.

Professional Qualifications / Relevant Education & Training

1. Educated to A-level standard or equivalent (A)

Experience Required

1.  Significant experience managing the planning and successful delivery of events,

productions or programmes within an arts education or creative environment (A, I)
2.    Significant experience managing operational logistics, schedules, staffing and multiple

stakeholder communication and coordination (A, I)

3.  Experience using booking systems, student records systems and CRM tools) (A)
4.  Proven ability to build strong and positive working relationships and communicate

effectively with a diverse group of stakeholders (A, I)

5.  Experience providing high‑quality customer service across multiple channels.. (A, I)
6.  Experience supporting process or systems improvements (A, I)
7.  Excellent communication skills, both verbal and written.,. (A,I)
8.  Excellent numerical and financial skills with experience handling financial administration

such as invoices, timesheets or budgets (A, I)

9.  Excellent planning and organisational skills: being able to stay on top of work related to
managing one or more projects with proven ability to manage multiple deadlines and
remaining calm when working under pressure (A, I)

10. Proactive and can-do attitude, with the ability to problem solve, think independently and
identify practical solutions when under pressure e.g. in event setting, when issues may
arise last minute (A, I)

Page 5 of 9

11. Proven ability to work in a team setting, with the ability to share work and support

colleagues during busy periods (A, I)

12. Experience of DBS and safeguarding processes requirements (A))
13. Experience working with or supervising staff or volunteers within a busy delivery

environment (A, I)

Technical Skills & Knowledge

1.  Extensive knowledge and ability to use Microsoft Office Packages including Microsoft

Word, Excel and Outlook (A, )

2.  Strong organisational and planning skills, with the ability to manage multiple deadlines

(A, I)

3.  Experience of working with databases and ability to extract data (A, I)
4.  Knowledge and ability to use online platforms such as MS Teams, Zoom or VLE

platforms. (A)

5.  Experience of using social media platforms for event promotion (A, I)
6.  Experience of creating production schedules (A, I)
7.  Experience of writing risk assessments (A)
8.  Strong attention to detail and a high degree of accuracy (A, I)
Good numerical and financial skills. (A, I)
Ability to build positive relationships with a wide range of stakeholders. (A, I)
Excellent problem‑solving skills and ability to remain calm under pressure (A, I)
Experience of DBS and safeguarding requirements for under 18s (A, I)

Other Relevant Information

1.  Knowledge of student records and timetabling systems used with Higher Education

setting such as ASIMUT or SITS

2.  Knowledge and understanding of requirements in relation to processing personal data -

GDPR

3.  The role requires evening and weekend work during Summer Schools delivery. The role
is primarily on site, based in person at Guildhall School of Music & Drama with very
limited opportunities for hybrid working.

Recruitment – Note to Applicants

The qualifications, experience and technical skills will be used in the decision-making
process for recruitment. Please give examples of how you have exhibited these
behaviours in your previous role(s) and experience.  It is essential you address the
criterion marked as (A) on your application form in the section for supporting
information, this will be the minimum criteria for shortlisting.

Be as specific as possible, we cannot guess or make assumptions, but will assess your
application solely on the information provided.   Try to provide evidence, by examples,
where  possible,  of  skills,  knowledge  and  experience  contained  in  this  person
specification.

Page 6 of 9

Summary of Terms and Conditions of
Employment

This summary is given as a guide and is not intended to form part of an individual’s
contract of employment.

Contract

The position is offered on a fixed-term basis.

Salary

The  salary  range  for  this  job  is  £44,110  –  £49,140  per  annum  inclusive  of  all
allowances.  This figure will be reviewed annually from 1 July in line with the pay award
for other salaried staff within the City of London Corporation.

Pension

The pension scheme provided by the City of London is the Local Government Pension
Scheme  (LGPS).    The  LGPS  is  a  public  sector,  statutory,  funded,  defined  benefit
pension scheme.  Benefits are accrued based upon scheme member’s salary and the
length of time for which they are a member of the scheme.

You  will  automatically  be  admitted  to  the  City  of  London  Corporation’s  Pension
Scheme.  Member contributions are based upon the rate of pensionable pay received
by  the  scheme  member.  Members  contribute  between  5.5%  and  12.5%  of  their
pensionable  pay  to  the  scheme,  depending  on  salary.  Please  see  here  for  the
contribution bands. There  is also an option  to  join  the 50/50  section  of the  scheme
where members pay half the contribution rate and accrue benefits at half the accrual
rate.

The current employer contribution rate for the City of London is 21%.

Further details can be found on the national LGPS website and/or the City’s pension
website.

If you do not wish to join the Scheme you must make a formal declaration stating you
wish to opt out.  You may contact the Pensions Office directly should you have any
queries  relating  to  the  Local  Government  Pension  scheme  and  your  entitlements
under this scheme.

Hours of Work

Page 7 of 9

Normal  hours  of  work  are  35  hours  per  week  excluding  lunch  breaks,  Monday  to
Friday, inclusive but the post holder shall be expected to work the hours necessary to
carry out the duties of the position.

Frequency and Method of Payment

This is a  monthly paid  appointment  and  salaries  are  credited to  a Bank  or Building
Society Account on the 11th of each month.

Annual Leave

There  is  an  entitlement  of  28  days  annual  holiday  plus  Bank  Holiday.    There  are
subsequent increases to entitlement to annual holiday according to length of service.

Continuous Service

If you join the City of London Corporation without a break in service (subject to certain
exceptions)  from  another  body  covered  by  the  Redundancy  Payments  (Local
Government) (Modification) Order 1999, your service with that institution will count for
the purpose of continuous service. The amount of continuous service which you have
will affect your entitlement to certain contractual benefits; for example, annual leave,
sick leave and maternity leave. A full explanation of Continuous Service is contained
within the Employee Handbook.

Probationary Period

You will be employed initially on a six month probationary period.  Should either party
wish to terminate the employment during this period, then one week’s notice will be
required on either side, except for summary termination for gross misconduct.

Notice Period

One month by either party after satisfactory completion of probationary period.

Learning and Employee Development

The  City  of  London  provides  for  financial  support  and  time  off  for  staff  to  study  for
appropriate qualifications which relate to their duties or undertaking professional skills
update training. There is also an in house programme covering more general training
needs.

City Benefits

As an employee of the City Corporation, you have access to exclusive discounts and
privileges  through  a  combination  of  internal  offers  from  our  departments  and  an
external service we have subscribed to from Reward Gateway.

Page 8 of 9

Employee Volunteering Programme

The City Corporation, in line with its aims to contribute to a flourishing society, shape
outstanding  environments  and  support  a  thriving  economy,  offers  employees  paid
special leave time during normal hours to encourage employees to volunteer their time
and  skills  to  Volunteer  Involving  Organisations  (VIOs)  operating  within  the  Square
Mile, London and beyond.

Full-time employees may take up to 2 days or 14 hours per year in which to volunteer,
between 1 January and 31 December. For temporary and part time employees these
hours are adjusted pro rata. Volunteering time can be taken in smaller bite size e.g. 2
hours a week over 7 weeks, where this can be accommodated by the City Corporation
and meets the requirements of the volunteer organisation

Sickness Absence and Pay

The City of London Corporation has a comprehensive Occupational Sick Pay scheme,
details of which can be found in the Employee Handbook which will be made available
to you upon commencement.

Page 9 of 9