JOB DESCRIPTION & PERSON SPECIFICATION

Transcription

1 JOB DESCRIPTION & PERSON SPECIFICATION Job Title: Dept/Faculty: Location: Responsible to: Dimensions: Internal/external contacts: Administrator: Strings (Maternity Cover) Strings (Violin, Viola, Cello, Double Bass) Royal Academy of Music Head of Strings & Academic Registrar c.220 Principal Study students 50 teaching staff Varying number of visiting artists Approximate Budget: 700,000 Wide range of relationships with all internal depts. Large number of external contacts 2. PURPOSE OF THE JOB This role will be responsible for providing a comprehensive and professional administration/co-ordination service to support the smooth running of the Strings department, acting as the primary point of contact for staff, students, visitors and external enquiries. 3. KEY ACCOUNTABILITIES General Act as point of contact for students and be aware of potential welfare issues and field matters in early stages that can impact on students study, and pass information to tutors and HoD. Act as first point of call for professors and filter for issues for the Head of Department s attention. Develop matters of artistic policy and curriculum together with the Head of Department. Promote and stimulate interaction between other departments within the Academy and outside organisations. Coordinate, notify and if necessary reschedule c. 45 performance classes and c.15 annual master classes liaison with Concerts Department and academic timetable to minimise clashes. Arrange induction events for students, departmental concerts, as necessary, ensuring their efficient administration and publicity. Liaise with non-teaching benefactors and stakeholders such as Cavatina, Caroline Butt, Norman Rosenberg, Louise Williams with direct links to strings department Departmental Administration To arrange the termly teaching calendar, which involves time-tabling all classes, masterclasses, concerts, special projects, rehearsals, etc. Booking necessary rooms and ensuring all equipment, accompanists and instruments are in place, taking registers where necessary and communicating this information to students and professors. Arrange pianists for master classes and advise students seeking accompaniment services. Coordinate Double Bass instrument maintenance and permissions to take basses out of the building. To be responsible for all incoming and outgoing correspondence direct to the department and 1

2 dealing with it as necessary, including general enquiries, answering queries for prospective students, handling references, consultation lesson coordination and monitoring for consultation lesson costs. Coordinate Spring term LRAM activities Aiding student recruitment by organising open days, preview days and auditions outside the usual period. Assist in the enrolment process during Induction week. Preparation and presentation of strings department publications such as course handbooks, timetables, rehearsal schedules, concert programmes, promotional material and keeping the departmental AIR (intranet) site up-to-date with information about classes, student opportunities, external events etc. To collaborate with the photographer to arrange photo sessions and to ensure recent photos of individuals and groups are available for use to promote the department. To maintain student records and information in liaison with the Registry. To assist with annual examinations, including the scheduling of screened orchestral auditions and technical testing sessions avoiding clashes with students academic and orchestral commitments, and ensuring mark sheets are accurately documented and delivered to the registry in a timely manner. Arrange circulation of orchestral excerpts for January auditions to all students. New staff: to obtain details from new professorial staff and ensure all the necessary information is forwarded to Human Resources in a timely fashion. To undertake departmental induction of new staff ensuring that they are made aware of relevant Academy procedures. To ensure student requests for Leave of Absence is justifiable in accordance with departmental commitments and if necessary to reschedule all departmental activities if granted. To sign off and record agreed LOAs. Financial To oversee departmental budgets and to maintain up-to-date records of the financial position of the department. To deal with all invoices that are received and to keep accurate records of all monies exchanged. To administrate all departmental teaching staff pay claims on a monthly basis. To assist Head of Department with budget planning. To attend the annual meeting with the Finance department Projects/Concerts To oversee the planning and implementation of all department-specific events and projects and ensure their smooth running in liaison with other internal departments and the concerts department. Visiting artists: to ensure all visiting artists have the right to work in the UK and to arrange certificates of sponsorship/work permits/permitted paid engagement letters as required, in liaison with the Human Resources department. Project planning: to oversee projects from start to finish including co-ordinating meetings, overseeing booking of key personnel, managing expenditure and publicity, and management on the day of the event. Publicity: to ensure that departmental events are well-publicised in collaboration with the Marketing and Communications Manager, with regard to press releases, creation of promotional material, website pages, mailing lists, etc. To maintain good relationships with outside organisations (e.g BBC National Orchestral of Wales, Cavatina Chamber Music Trust, Kings Place, Royal Opera House, Specialist Music Schools) and to arrange external projects and collaborations as necessary. Programmes: to collate and edit concert programmes using InDesign and liaise with the print shop over printing. Hospitality: to organise hospitality for guest artists by way of arranging flights, hotels, meals, taxis etc. Provide welfare support for elderly/frail visiting artists if necessary. To ensure the Academy s policies and procedures in respect of Intellectual Property Rights are adhered to for all events, acting as a point of contact as required full training will be given. Receptions: to co-ordinate receptions held after events with the catering department. 2

3 Committees Department Boards: Secretary to Strings department board. This involves booking meeting, circulating agenda, taking minutes, organising catering, and following up any actions which may arise. Orchestral and Events Committee: member of committee which oversees the smooth administration of the RAM termly concert schedule. Diary of Events Committee: member of committee which supervises the production of the Academy Diary of Events. Additional responsibilities To carry out any other duties as are within the scope, spirit and purpose of the job, as requested by the line manager or Head of Department. 4. NATURE & SCOPE This is a demanding job which requires a great deal of resourcefulness and ability to work independently as well as be part of a team. There are often many projects going on simultaneously which calls for considerable organisational ability. The pressures of the role vary between term-time and vacation, with additional working hours often necessary to fulfil the demands of the job. The position holds a high level of responsibility. The Administrator is regularly required to deputise for the Head of Department in the administrative running of the departments, which occasionally involves making decisions in the absence of the Head of Department. GENERAL 1. This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the postholder. 2. All employees have a duty to comply with the Academy s published policies and procedures, and at all times work within the spirit and scope of Academy Equality and Diversity Policy. 3. The Academy is committed to safeguarding and promoting the welfare of students and expects all staff and volunteers to share this commitment, in line with the Ethics and Conduct policy. 3

4 PERSON SPECIFICATION Job Title Administrator Grade 4 Departments Strings Date February 2017 ATTRIBUTES ESSENTIAL DESIRABLE Skills/knowledge/ competencies: Excellent administrative, organisational and prioritisation skills. Ability to use publishing software such as InDesign Excellent written and verbal communication skills. Good working knowledge of MS Office applications (Word, Excel, Outlook). Knowledge of a wide-range of musical disciplines Experience: Qualifications/ Training: Personal Attributes: Ability to work with a high degree of efficiency and accuracy. Background and interest in music, with associated knowledge and skills in the theory of music. Ability to monitor and administrate budgets Able to be adaptable and flexible according to the demands of the department. Demonstrable administrative experience in a similarly busy/challenging role. Experience of budget management Good level of general education, including a minimum of GCSE Maths and English grade A* - C (or equivalent). First degree in Music, or equivalent musical knowledge and training. Excellent interpersonal skills: ability to work effectively with a wide range of individuals, with different personalities, age groups and nationalities represented. Ability to balance tact with assertiveness amid conflicting priorities. Ability to prioritise many different tasks simultaneously while keeping calm under pressure. Able to work effectively both on own initiative and as part of a team. Able to work closely with the HoD in a mutually dependent and collaborative working relationship. Experience gained working within an arts-based, Higher Education or music related organisation. Administrative qualification. Cont... 4

5 Excellent customer service skills Commitment to the ethos and purpose of a Conservatoire setting. The Academy will shortlist for interview any candidate who has identified a disability and demonstrated that they meet the essential criteria listed above. 5