Changing lives and aspirations through music
January 2016
Dear Applicant
Marketing & Box Office Assistant
Thank you for your enquiry about our vacancy for a Marketing & Box Office Assistant. We are pleased to attach
information about the role and our plans for the future.
This is an opportunity to join an award-winning charity in one of the most inspiring and diverse boroughs in the
UK. Reporting to the Marketing Manager, the role is within our Marketing & Development team which is
responsible for promoting our work, and raising the funds needed to continue delivering innovative and ground
breaking music festivals and engagement programmes in East London.
The role will suit a candidate with excellent written and verbal communication skills, experience or knowledge of
box office systems, and whose areas of interest include digital communications and marketing administration.
To apply, please return the application form, equal opportunities monitoring form and a covering letter to arrive
no later than by 12.00pm on 4 February 2016. Your covering letter, which should be no more than two sides of
A4, should tell us why you consider yourself suitable for the role by addressing each of the key areas of the job
description and person specification, and why you are interested in joining Spitalfields Music.
Please send email applications to recruitment@spitalfieldsmusic.org.uk and postal applications to Judith Witting,
Finance & Operations Manager, Spitalfields Music, 61 Brushfield Street, London E1 6AA. Your application should
be marked private and confidential.
We plan to hold initial interviews on 10 February 2016.
Thank you again for your interest in this role.
Yours faithfully
Damaris McDonald
Director of Finance & Operations
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Marketing & Box Office Assistant
APPLICATION PACK
Spitalfields Music - introduction
Spitalfields Music is a creative charity based in East London. 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 music
festivals and its year-round Learning & Participation programme.
Spitalfields Music was founded in 1976 as a Summer Festival, adding a Learning & Participation programme in
1989 and a Winter Festival in 1996. We welcome around 30,000 audience members and participants a year,
offering c.100 events and 250 music workshops. Audiences for our festivals are both local residents and visitors
from further afield. Almost 100% of participants in the Learning & Participation programme are resident in east
London, the majority in Tower Hamlets, and some in neighbouring boroughs Newham and Barking & Dagenham.
Broadcasts and podcasts reach a further 2m people each year. In recent years we have worked with The Sixteen,
Arun Ghosh, Shabaka Hutchings, The English Concert, Gabrieli Consort & Players, the Orchestra of the Age of
Enlightenment, Early Opera Company, James Weeks, Matthew Barley and Emily Hall. This has involved artists
presenting concerts and also participating in our Learning & Participation Programme, linking our two core
strands of work.
We are core funded by Arts Council England and City of London. In 2014/15 our turnover was just under
£1million, with 26% raised from statutory sources, 53% from trusts, companies and individuals and 21% earned,
primarily through ticket sales for festivals.
In May 2014 Spitalfields Music won the arts category of the national Charity Awards and was shortlisted for an
RPS Music Award. In 2012 Spitalfields Music received a commendation from the Royal Society for Public Health,
and won two Royal Philharmonic Society Music Awards.
Future plans
Over the past five years, Spitalfields Music has evolved dramatically. Our audiences have grown by 30%, our
turnover has grown by 38% and our Learning & Participation programme has won awards for its innovation,
quality and leadership. As we celebrate the charity’s 40th anniversary in 2016 our plans for activity in coming
years include:
 New approaches to our festivals, focusing on developing audiences, creating opportunities for artists and
chances for local people to participate
 Touring our work beyond East London to benefit a wider audience and help develop our sector
Underpinning all of this will be the development of our business model, to ensure that we continue to have a
wide range of robust streams of income to support our work.
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The role
Spitalfields Music’s Development & Communications team is headed up by the Director of Development &
Communications and includes five people: three in Development and two in Marketing. There is also a
Development Group reporting to the charity’s Board of Trustees, which is helping to build networks towards new
streams of income.
Spitalfields Music produces two major festivals in June and December, as well as year-round events such as
Musical Rumpus, an opera for 0-2 year-olds. The postholder will contribute to the delivery of the annual
marketing plan and will have primary responsibility for taking box office calls and processing online bookings. The
role will also include a broad range of marketing administration duties and responsibility for day-to-day digital
and social media communications.
Term:
This role is designed to be a full-time role but we would be prepared to consider flexible or part
time hours for the right candidate.
Pay:
£18,000-20,000 pro rata, payable monthly in arrears direct into your bank account.
Hours:
8 hours/day including 1 hour lunch break, occasional evenings and weekends throughout the
year and up to six evenings per week and weekends during festival periods. Normal office hours
are 10.00am to 6.00pm.
Holiday:
23 days annual leave pro rata
Probation: This appointment is subject to a three-month probation period.
Pension:
A contributory pension scheme of 3% is offered to all staff after satisfactory completion of
probationary period.
Please note that our offices are located on the second and third floors of an old building. At present there is no lift
access to these floors. If this affects your application, please contact Judith Witting on 020 7377 0287.
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Area
Marketing and Box Office Assistant – SPITALFIELDS MUSIC
JOB DESCRIPTION
January 2016
PRIMARY ROLE
To support the delivery of Spitalfields Music’s (SM) marketing and communications in
order to raise the profile of the organisation and provide box office to generate sales
and maximise income.
LINE MANAGER
Marketing Manager (MM)
KEY RELATIONSHIPS WITH
Director of Development & Communications, Marketing Intern
1. To support the
organisation’s marketing
and communications:
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2. To provide sales and
customer relationship
support
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3. To support the
organisation’s digital
communications
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4. To manage the
marketing administration
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Work with the Marketing Manager to plan, implement and evaluate effective
marketing strategies and campaigns for all of Spitalfields Music’s activities
In consultation with the Marketing Manager write and contribute copy for all
communication channels
Design and produce marketing and communication materials (print and digital)
as required
Undertake research into audiences and event programmes
Contribute to audience development strategies and activities, including
monitoring feedback and attendance
Coordinate the receipt and distribution of print as required
Maintain a resource bank of press cuttings/quotes/awards
Work closely with MM to market small scale national touring (Musical Rumpus)
Administer the box office, dealing with telephone, postal and in-person sales
using Spektrix Box Office system
Ensure effective, accurate and efficient sales of tickets, memberships, donations
and associated merchandise over the phone and at events, and post tickets as
required
Compile sales and analysis reports and data for all SM sales activities
Ensure that all department equipment and technology is maintained and used
in line with established procedures
Set up the mobile box office at venues
Reconcile takings at events
With direction from MM, maintain SM’s website, blog, social media channels
(and other digital platforms as required), sourcing and generating relevant and
interesting content
Compile and transmit e-communications to audiences, supporters and
stakeholders using the Dotmailer system
Research and develop reciprocal e-marketing with other organisations
Collate weekly analysis reports on digital and social media activity
Collate monthly website and e-comms analysis reports, using Google Analytics
and other tools for distribution to senior management
Request, collect and collate information of performances, performers and
special events for use in Festival brochures, programme books and online
Administer and maintain SM’s presence on event listing and music sites
Oversee campaign administration for SM’s No Strings Attached free ticket
scheme
Monitor print archive and dispose of unwanted print
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5. To support the
organisation’s Public
Relations
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6. To contribute to the
sound management of
the organisation
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7. To contribute to the
general administration of
the organisation
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Manage and maintain print collateral, overseeing distribution to local partners
and agencies, booking courier pick-ups when required
Assist the MM in responding to initial press enquiries
Liaising with PR company to arrange press tickets
Attend press events as required
Adhere to SM’s policies on handling payments (cash, cheque and card) and
fraud prevention
Compile financial reconciliation reports as required using the Spektrix system
Ensure that all data entered into the Spektrix ticketing system is done so
accurately, updated regularly, and in line with company policy and the Data
Protection Act (1998)
Undertake any other duties as may reasonably be required
Participate in the general administration of SM as a member of the team
Adhere to SM’s policies and contribute actively to the Staff and Council team
ethos
Attend events, meetings and training outside of regular working hours as
required
Undertake Front of House, Back of House, Project Management roles as
allocated to you in order to support the delivery of the Summer and Winter
Festivals and the Learning & Participation Programme
Person specification
Essential
 Educated to degree level or equivalent
 Excellent written and verbal communication skills
 Excellent attention to detail
 The ability to think creatively
 A confident and positive approach to customer service
 Able to work well within a small, dedicated team
 Self-motivating with the ability to show initiative
 An interest in the performing arts
 Computer literate with strong IT skills
 Experience of social networking and other digital media
 Administrative experience (creation and implementation of admin systems, database management)
 Good time management skills with the ability to prioritise and work to tight deadlines
 Able to work flexible hours including evenings and weekends
Desirable
 Marketing experience or a proven track record in a similar area (i.e. advertising, sales, administration)
 Experience of using computerised box office systems, preferably Spektrix
 Experience of dealing with members of the public in a customer focused, sales orientated environment
 Knowledge of classical or contemporary music
 Experience of working within the arts or charity sector
 Experience of website content management systems
 Experience of working with Adobe Photoshop and InDesign
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SPITALFIELDS MUSIC
APPLICATION FORM
For Office Use
No:
Rec’d:
Ackn’t encl. Y/N
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. Ensure
that your cover letter references the job and person specification, as well as why you think you are suitable for
consideration.
Applications must be received by 12.00 pm on 4 February 2016
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: Marketing & Box Office 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, plus any other software?
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:
Key responsibilities:
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14 Previous roles (or relevant experience) in chronological order. Please attach separate sheet if necessary:
Employer
Dates
Position & key responsibilities
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 (the organisation) 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 broad and
inclusive sense. This includes differences defined by social and cultural categories including age, disability, gender
reassignment, marriage & civil partnership, pregnancy & maternity, race, religion or belief, sex and sexual
orientation. 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 seek to 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 underrepresentation and inclusion within the resources and remit of the organisation. These commitments are outlined
in more detail in the organisation’s Diversity Action Plan.
We will share our Equal Opportunities Policy widely by making it available to view on the website.
Arrangements
Staff and Governance
The organisation will strive to ensure that:
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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 as part of the performance
review process
all staff have equal access to performance review and training to enhance the skills required by their role in
the organisation
we expect all staff, contracted artists and other contractors to treat others with fairness and respect In line
with equality of opportunity
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Learning & Participation programme
The organisation will seek to:
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ensure that its equal opportunities policy is fully reflected in its Learning & Participation Programme
achieve participation in its projects by involving a wide range of schools, community groups, young people
and adults across Tower Hamlets, the City and the East End
ensure that school staff and community group leaders are involved as partners in project activities
ensure that all participants are treated with respect, fairness and equality, and are 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
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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 where possible and/or appropriate 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 wherever possible that Festival venues are physically accessible
Our offices are currently located on the 2nd and 3rd floors of an old building. At present there is no lift access to
these floors. We will make every attempt to think about and take positive steps to ensure that the timing and
location of meetings, activities and events does not prevent access. When searching for new premises, we will
make every attempt to find or develop premises which are fully accessible to people with a variety of disabilities.
This policy is reviewed annually by Spitalfields Music’s board
Last reviewed May 2015
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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
Gay
Bisexual
Heterosexual
Prefer not to say ……….
……………………………………………………….
Religious belief
Do you have a religious belief? If so, please state what it is:
................................................................
Spitalfields Music application pack 2016
Prefer not to say ……….
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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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