Pembroke Academy of Music Administrator

To manage the logistical details of the Pembroke Academy of Music programme and ensure that the programme runs smoothly.

Main Duties and Responsibilities

1 PROGRAMME ADMINISTRATION
• Organise recruitment and support of PAM students including scheduling, attendance, billing, music printing, and acting as first point of contact for parent and student inquiries
• Oversee instrument loans and upkeep of instrument library
• Manage onsite logistics on Wednesday evenings when the programme is delivered
• Disseminate and collect monitoring/evaluation forms and assist with collecting data for grant applications and reports
• Manage process of writing and disseminating student reports
• Manage logistics of student exams
• Manage logistics of PAM events such as student concerts
• Manage the data for the PAM programme ensuring it is inline with Pembroke House’s GDPR policies
• Update communications materials such as the newsletter and the website.

2 OCCASIONAL DUTIES
• Attend special events organised by Pembroke House which may be during the evenings or at weekends.
• Attend monthly team dinners held during the evening.
• Complete other tasks commensurate with the level of the role

3 OTHER
• Take part in weekly and monthly meetings of all staff or smaller project-based teams helping foster effective team-working and a coherent approach across all our activities.
• Contribute to developing the learning framework for our organisation as a whole by taking part actively in discussions and learning days.
• Take part in the life of Pembroke House by mucking in when a team effort is required to get something done.
• A commitment to the Equal Opportunities Policy of Pembroke House
• Act as a First Aider and Fire Marshal

The above job description is a guide to the work you may be required to undertake but does not form part of your contract of employment. Pembroke House reserves the right to change the duties detailed in this job description to reflect changing circumstances. Changes will be introduced following discussion with the post-holder.

Who we’re looking for

You should be someone who loves music and is excited to be doing administrative work in the context of a music programme. You should be a highly organised person who cares about getting the details right and getting work done on deadline. Your colleagues need to know they can rely on you to get things done. You should also be friendly and a good communicator, as communication with families is a key part of this role. You need strong written and verbal communication skills.

You will know you are doing your job well if the programme runs so smoothly that everyone has what they need when they need it, and no one even notices the logistics.

Skills / knowledge / training

Essential
• Good written communication skills
• Good spoken communication skills
• Good data management skills
• Good administrative skills
• Good computer skills

Desired
• Competency in languages other than English, particularly Spanish

Experience

Essential
• At least one year experience in an administrative role
• Experience maintaining data
• Experience using basic computer software such as word processing, spreadsheets, Google Suite, Airtable etc.
• Experience managing the collection of payments for a service

Personal Attributes

Essential
• Love of music and a willingness to learn about the running of a musical organisation
• Friendly person who enjoys working with families
• Highly organised and detail-oriented
• Flexible attitude to work
• Willingness to work at weekends on occasion (a few times a year)
• Reliable and trustworthy

Special Conditions

Essential
• Willing and able to work from the charity’s premises
• Ability to work regularly on Wednesday evenings, and occasionally outside of normal office hours including evenings and weekends
• Sensitive to the ethos of St. Christopher’s Church

For further information about Pembroke House, please visit our website https://www.pembrokehouse.org.uk