Department of Music
JOB DESCRIPTION
JOB TITLE:
Music Coordinator
LINE MANAGER:
Director of Music
FULL/PART TIME:
Part Time
PRINCIPAL RESPONSIBILITIES
PERSONNEL MANAGEMENT
The specialist Music Coordinator will have a non-specialist administrator to
whom general administration can be delegated.
ARTS MANAGEMENT – MARKETING AND EVENTS
1. To manage the marketing of all music events (internal and external).
2. To manage all external bookings in conjunction with the Director of Music.
3. To produce and distribute college music events publicity. This will include the creation
and distribution of posters, leaflets and brochures, the drafting of press releases and
advertisements, and the dissemination of all publicity materials to
former/current/prospective students and their families, concert venues, tourist
information offices, churches, and targeted members of the general public, as
appropriate.
4. To maintain communication with scholars and parents, regarding all logistical
operations, upcoming events, scholarship auditions, examination timetables, information
receptions, and fundraising opportunities.
5. To liaising with performance venues site managers.
6. To produce all concert programmes.
7. To book professional musicians for evensong, concerts, broadcasts and recordings, as
required and to arrange authorised payments, as appropriate.
8. To liaise with cathedrals regarding music lists.
9. To manage and administer trips and tours (venues, transport, music, etc.)
10. To create marketing content, in conjunction with the Director of Music and the college
marketing team, and to publicise events on Facebook and Twitter, local and national
electronic media, including concert advertisement websites (such as www.concertdiary.com).
11. To maintain the department website and the Academia Musica website and create weekly
content that includes reports and photographs from recent evensongs, concerts, tours,
broadcasts, examinations and competitions, and promotes upcoming events.
12. To manage funding applications to charitable trusts and actively to seek sponsorship
from businesses.
13. To manage the planning, promotion, and administration of recordings, broadcasts and
tours.
14. To managing concert Front of House teams and act as Stage Manager for all events.
15. To manage the Alumni Recital Series and to book performers.
16. To provide pastoral care for students on tours and visits.
ADMINISTRATION
1. To be the first port of call for music students, scholars and staff, and to manage all daily
non-academic student enquiries.
2. To manage the music library by checking music in and out, ordering new music
(purchase and loan), cataloguing new acquisitions, and liaising with the reprographics
department for copying and binding.
3. To ensure that all scholars have the appropriate music in advance.
4. To manage all non-academic departmental administration.
5. To manage and maintain all department resources.
6. To answer all daily non-academic telephone and email enquiries, including from
potential applicants, current students and parents, concert venues, musicians, and other
institutions and agencies, and to take messages for the Director of Music, as appropriate.
7. To negotiate with music-specific suppliers, for example Dawsons, Discassette, and
Blackwells.
8. To assist the Director of Music with all weekly scheduling and planning of noncurriculum events (repertoire, rehearsals and performances) and to communicate
relevant information to students and staff.
9. To promote the scholarship programmes and the A-Level Music course to potential
applicants by visiting schools, managing the resources for open evenings/mornings,
communicating with prospective applicants, advertising and managing scholarship taster
days, and ensuring that feeder schools and music tutors are supported in preparing
students for application.
10. To liaise with prospective, current and former students regarding college and university
scholarships, workshops, competitions, employment and music courses, and to promote
the best progression opportunities through peer mentoring.
11. To develop and maintain a Friends of Academia Musica mailing list and to create a
Friends of Academia Musica fundraising committee.
12. To work with other staff to manage regarding the use of facilities for internal events, and
to liaise with Estates team in advance of all events for access and transportation needs.
13. To assist the Director of Music with all department administration, including: filing;
planning; and development.
14. To create timetables for all WJEC and mock performance examinations, in consultation
with the Director of Music and accompanists.
15. To invigilate WJEC, ABRSM, AMusTCL and mock examinations.
16. To provide clerical support in department meetings and to communicate with the
Performance Tutors, in conjunction with the Director of Music.
17. To collate examination and scholarship results.
18. To liaise with the County Music Service and other external agencies regarding items such
as the hiring of equipment.
19. To liaise with other college staff regarding the use of department facilities, including all
bookings.
20. To follow up scholar absences and to manage scholar requests for time off.
21. To provide administrative support to the Performance Tutors, including the preparation
of examination recital programme files, timetabling, communicating with the pastoral
teams, maintaining an accurate record of student progress and examination certificates,
and monitoring attendance.
22. To assist the Director of Music with the administration of coursework (arranging
binding, CD burning, labelling, etc.)
23. To provide any other support to the Director of Music, the Music Department, or the
college, that may reasonably be required.
INTERNAL EVENTS
1. To lead the Instrumental Scholars in managing the lunchtime recital series, to ensure
recitals have a full programme of items, to edit programmes, and to train the scholars in
stage management.
2. To promote the music ensembles and performances to the general college population
throughout the year, and to specifically target those with previous music qualifications.
3. To manage university music department taster days (negotiating programmes, managing
itinerary, booking transport, publicising to students, planning finances).
4. To manage department functions, including parents information evenings and social
events.
5. To liaise with the Director of Music, Chaplain and Theatre Studies department to
organise music and musicians for college seasonal events.
6. To assist with the development of the student Music Handbooks, including the collation
of information relating to music-specific careers advice, qualifications and educational
resources.
7. To act as the department’s Equality Champion.