The home of exceptional music making in London’s East End
15 March 2016
Dear Applicant,
Finance & Administration Assistant p/t (6 months)
Thank you for your enquiry. I’m pleased to attach information about this role and our plans for the
coming years. Following this you will find:
 Introduction to the role, terms and conditions
 Job description and person specification
 Application form
 Equal opportunities policy
 Monitoring form (NB this will be separated from your application on return and does not form part
of the selection process)
If you would like to apply, please return the completed application form and monitoring form, with a
covering letter, to arrive by email or post by midday on Thursday 11 April. Please ensure you provide
clear evidence of how you meet the person specification criteria used for shortlisting. Please note a
CV alone will not be accepted as your application.
Emailed applications should be sent to recruitment@spitalfieldsmusic.org.uk and postal applications
to Helen Bailey, Office Manager, Spitalfields Music, 61 Brushfield Street, London E1 6AA. The email or
envelope containing your application should be marked private and confidential.
We plan to hold interviews on Wednesday 17 April. If you have not heard from us by 12 April, then
please assume that your application has been unsuccessful this time.
Thank you again for your interest in this role.
Yours sincerely
Helen Bailey
Office Manager
Spitalfields Music – Finance and Administration Assistant – April 2013
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Finance & Administration Assistant [p/t]
Introduction
1. Spitalfields Music
Spitalfields Music is an arts charity based in Tower Hamlets. It is known for unusual and high quality
programming and a ground-breaking commitment to its local community. These two themes run through its
biannual classical music festivals and its year-round Learning & Participation Programme. The charity has
become known for these two elements of its work weaving together and feeding each other.
The charity was founded in 1976 as a Summer Festival, adding a Learning & Participation Programme in 1989
and a Winter Festival in 1996. We work with around 30,000 people a year, offering c. 100 events and 250
music workshops. Audiences for our festivals are 50% local and 50% visitors to the area and 100% of
participants in the year-round programme are resident in Tower Hamlets. Broadcasts and podcasts reach a
further 700,000 people each year. In recent years we have worked with The Sixteen, The English Concert,
Gabrieli Consort, Monteverdi Choir, James Weeks, Matthew Barley and Mica Levi as Associate Artists. This
initiative has seen artists presenting concerts and participating in our Learning & Participation Programme,
linking our two core strands of work.
We are core funded by Arts Council England, City of London and London Borough of Tower Hamlets.
In 2012 our turnover was just under £1 million with core funding amounting to 20% of this, a further 20%
generated through ticket sales for festivals and 60% fundraised from private sources. The charity has a core
team of 13 with a group of regular freelance staff delivering festivals and education programmes. Spitalfields
Music works in partnership to deliver its programme with a group of venues, other arts organisations and
community partners.
In 2011/12 Spitalfields Music received a commendation from the Royal Society for Public Health, two Royal
Philharmonic Society Awards and was shortlisted in the arts category for the Civil Society Awards.
2. The role
This is a fantastic opportunity for a good administrator to join an enthusiastic and dedicated team, and gain
further experience in an arts charity. This role is within the business team which provides support functions of
finance, office management, human resources, IT and volunteer management. A job description is included
below, as part of this application pack.
The role is advertised as a six month fixed-term contract with scope to become permanent.
3. Strategic goals
Spitalfields Music’s current strategic goals are:
 Continue to develop Spitalfields Music’s distinctiveness in its Artistic Associates programme, its roots
into the local community, the flavour of its festivals and its innovative educational practice.
 Plan for new office accommodation with associated workshop space, shared with other charities.
 Develop the Spitalfields Music brand and in particular build an understanding of it with our
developmental audiences and participants.
 Build the income base for our new programme of work.
 Advocate effectively for the new programme of work and its impact.
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As it moves into the next five years, Spitalfields Music will be a key partner in the delivery of Tower Hamlets’
cultural offer and in particular will work closely with ACE, LBTH and the City of London in the post-Olympic
period. Already respected as a leader in its field, Spitalfields Music will step up its activities in coming years to
best serve the community and to champion creativity and particularly music as a vital part of community and
individual life in the area.
Our focus is on creating work which is innovative in practice and of the highest quality, engaging with the
broadest possible audience, enabling and encouraging new practice from artists and developing robust and
dynamic partnership relationships.
4. Further information
Fixed term:
Pay:
Hours:
Holiday:
Six months, with possibility of moving to permanent
Salary £16,000 -£18,000 pro rata payable monthly in arrears direct into your bank account.
2 days a week (there can be some flexibility on the days worked)
23 days annual leave pro rata.
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Area
Finance & Administration Assistant (part-time) – 2 days a week Fixed
term contract
April 2013 onwards
PRIMARY ROLE
As a member of the business team to support the Director of Finance &
Administration with financial administration, and to provide ongoing administrative
support across the organisation.
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LINE MANAGER
RELATIONSHIPS WITH
1. To manage the
working environment
Director of Finance & Administration
Office Manager
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2. To contribute to the
financial management of
Spitalfields Music
3. To ensure smooth
administration and team
working
4. To support the HR
admin function
To go full time during and in the week leading up to audit
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Deal with all general incoming phone, post and email correspondence
Act as first point of contact for IT related queries and troubleshooting,
calling in support from outsourced IT maintenance provider as required.
Look after office equipment, maintenance contracts, security and IT,
including software licensing, nightly back-ups
Set up new IT/other profiles for new team members
Keep office in an orderly state through own action and prompting team
Manage office space and storage requirements
Maintain office related contracts and deal with all relating office queries in
liaison with the landlord
Co-ordinate annual H&S assessment for office and keep insurances up to
date
Order stationery and other consumables
Co-ordinate loans of Spitalfields Music equipment and arrange annual PAT
testing
Undertake book-keeping and maintain finance records as directed by the
Director of Finance & Administration
Co-ordinate overheads budget
Carry out banking as required
Undertake petty cash management
Co-ordinate smooth working of festival floats
Support the Director of Finance & Administration with preparations for the
annual audit
Act as a point of first contact for the organisation, representing our
welcoming and can-do approach
Act as a point of contact for the team
Arrange room bookings and refreshments as required
Support SMT with booking of meetings and general contact externally
Provide project administrative support for the team as required (for
example coordinating any office reorganisation or move)
Provide cover for the Office Manager when on annual leave by carrying out
recruitment admin, maintaining staff records: CPD, holiday, sick days,
starter & leaver forms, contact lists etc.
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5. To support the
volunteer programme
6. To deliver the
organisation’s work
7. General
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Undertake any volunteer management related tasks as directed
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Undertake Front of House, Back of House and Project Management roles as
are allocated to you in order to support the delivery of the summer and
winter festivals and the learning programme.
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Adhere to Spitalfields Music’s policies and contribute actively to the Staff
and Council team ethos.
Person Specification
Essential experience and qualities
 Understanding of basic accounting gained either through work experience or study
 Have working knowledge of accounts packages (Sage ideal, but training can be provided)
 Minimum of 6 months experience working in an office
 Good IT skills with working knowledge of Microsoft Excel (intermediate), Word and Outlook
 Ability to work to tight deadlines, be well organised and use own initiative
 Ability to work effectively as part of a team
 Ability to communicate well with a wide range of people, both orally and in writing
 Commitment to achieving the core aims of the organisation
 Have a can-do attitude, and be flexible in approach to dealing with a wide range of tasks
 Willingness to support Spitalfields Music’s commitment to equal opportunities
Desirable experience and qualities
 Interest in music, culture or the arts
 Aptitude for IT management (hardware and software) and office equipment
 Interest in finance processes and reporting
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Keen eye for detail and accuracy
 A sense of humour
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SPITALFIELDS MUSIC
APPLICATION FORM
For Office Use
No:
Y/N
Rec’d:
Ackn’t encl.
Please complete this form in block capitals or typescript.
See the note at the front of the pack for how to apply, please use continuation sheets where
necessary.
Applications must be received by midday Thursday 11 April 2013
1 Surname:
2 Forenames:
3 Title (e.g. Mr, Mrs, Miss, Ms, Dr.
etc.):
4 Do you have the right to work in the UK?
If No, please give details:
If you are successful in gaining this post you will be asked to provide original documentary proof.
5 Address:
6 Contact numbers:
Email:
Fax:
7 Address for correspondence (if different):
If this alternative is temporary, please indicate
relevant dates below:
8 Post applying for: Finance & Administration Assistant
How did you find out about this post?
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9 Further/Higher Education (Please give dates of attendance and qualifications):
Date(s)
Name(s) of Institution(s)
Subject/Title and Award/Class/Classification
10 Professional qualifications/Training courses attended:
11 Which computer software packages do you use?
12 Date available to take up appointment/notice required:
13 Present or most recent employment
Job title:
Date appointed:
Employer:
Date left:
Address:
Reason for leaving (if appropriate):
Salary:
Allowances:
14 Previous appointments (or relevant experience) in chronological order. Please attach separate
sheet if necessary:
Dates
Appointment or Experience
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15 Referees - please give details of at least two. It will be assumed that referees may be
approached without further permission unless otherwise indicated, though references will not
normally be taken up unless the applicant is short-listed for interview. At least one referee should
represent your present or most recent employer.
Name and Status
Address
Tel. No.
16 Any former surname to be used for references:
17 Outside interests or activities:
18 Do you have any unspent criminal convictions? (If you consider any such conviction not to be
relevant to the position for which you are applying, please explain why. If the organisation
considers it appropriate, this will be discussed with you at interview). Spitalfields Music’s policy
on the recruitment of ex-offenders is available on request.
Applicant’s signature:
Date:
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EQUAL OPPORTUNITIES POLICY
Policy Statement
Spitalfields Music is committed to promoting equality of opportunity and inclusion across the
organisation’s work. To achieve this, the Organisation understands and approaches diversity in its
most broadest and inclusive sense. This includes differences defined by social and cultural categories
including gender, religion, sexual orientation, disability, ‘race’ and age. The Organisation further
acknowledges differences that cut across social and cultural categories but are equally significant to
equality of opportunity and inclusion such as health, education, economic and material disadvantage.
The Organisation will undertake all its functions and activities in a manner that makes its
programmes and opportunities accessible to all. Wherever possible the Organisation will proactively
address issues of under-representation and inclusion within the resources and remit of the
organisation. These commitments are outlined in more detail in the Organisation’s Diversity Action
Plan.
Arrangements
Staff and Governance
The Organisation will strive to ensure that:
 all opportunities for being involved in the Organisation aim to reflect a balance in terms of
gender, religion, sexual orientation, disability, ‘race’ and age and are broadly representative of
the local communities, this relates to
 council membership
 committee and working party membership
 contracted artists
 schools and community groups
 staff and volunteer helpers
 all staff and contracted artists are treated with respect and fairness
 all aspects of selection procedures are free from bias
 equal opportunity monitoring forms are part of every application process
 all staff have clear and up-to-date job descriptions which are reviewed annually in line with the
Continuing Professional Development Policy
 all staff have access to performance review and training to enhance the skills required by their
role in the organisation
Learning and Participation Programme
The Organisation will seek to:
 ensure that its equal opportunities policy is fully reflected in its Learning and Participation
Programme
 achieve participation in its projects by involving a wide range of schools, community groups, and
young people and adults across Tower Hamlets, the City and the East End
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ensure that school staff and community group leaders are involved as partners in project
activities
ensure that all participants are treated with respect and fairness, and enabled to take
responsibility for their own musical decisions in listening, composing and performing
Audience
The Organisation seeks to involve as wide an audience as possible in its events and activities through
 diverse programming to attract diverse audiences
 programming which consolidates and extends the Organisation’s tradition of serving its local
communities of residents and workers
 creating literature and publicity which is free from bias, gives clear information and attracts
interest
 using translation to clarify information
 creating opportunities for those with diverse needs to share in musical events
 aiming to provide suitable technical equipment to support participation by those with sensory
impairment
 adopting a ticket pricing policy which allows access to all sectors of the community
 ensuring all Festival venues are physically accessible
The Organisation recognises that physical access to its current office accommodation is not accessible
to those with motor disability. We are seeking to redress this.
Please complete and return both parts of the monitoring form which follows.
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Equal Opportunities and Diversity monitoring form (2 pages) – please return with your application
Spitalfields Festival Ltd is committed to equal opportunities in employment. Recruitment and selection
procedures are monitored to ensure that individuals are selected on merit and that there is no unfair
treatment. This data is collected solely for equality monitoring and will not be used as part of the selection
process.
Your reply will be treated in confidence (this sheet will be removed before any assessment of your application
takes place). You are under no obligation to answer all the questions below.
Position applied for:
..................................................................................................
How did you hear about the role?:
.........................................................................
_________________________________________________________________
Age
How old are you? (please circle):
Under 20
20-29
30-39
40-49
50-59
..........................................................
60+
Prefer not to say ……….
Disability
In general, a person is considered disabled for the purposes of the Equality Act 2010 if he or she has a physical
or mental impairment which has a substantial, long-term and adverse effect on his or her ability to carry out
normal day-to-day activities.
Do you consider yourself to have a disability? (please circle):
Yes
No
..........................................................
Prefer not to say ……….
Gender
Are you (please circle):
Female
Male
..........................................................
Prefer not to say ……….
Sexual orientation
Which sexual orientation category best represents you? (please circle):
Lesbian
Bisexual
Heterosexual
……………………………………………………….
Gay
Prefer not to say ……….
Religious belief
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Do you have a religious belief? If so, please state what it is:
................................................................
Prefer not to say ……….
Monitoring Ethnicity
Please select the ethnic category that best represent you. As you make your decision, please think about what
ethnic group means to you, that is, how you see yourself. Your ethnicity is a mixture of culture, religion, skin
colour, language and the origins of yourself and your family. It is not the same as nationality.
A White
British
Any other White background, please state .............................................................................
-------------------------------------------B Asian or Asian British
Bangladeshi
Indian
Pakistani
Any other Asian background, please state .............................................................................
---------------------------------------------C Black or Black British
African
Caribbean
Any other Black background, please state .............................................................................
---------------------------------------------D Chinese or other ethnic group
Chinese
Any other, please state .............................................................................
----------------------------------------------E Mixed Heritage
Asian and White
Black African and White
Black Caribbean and White
Chinese and White
Any other Mixed background, please state .............................................................................
F Prefer not to say ……….
Thank you – please include this form with your application
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