Music Co-ordinator

To support and assist the Director of Music through the delivery of effective coordination and administration, enabling the smooth and efficient operation of the Theatr Clwyd Music Trust.

Administration

• Working closely with the Company Support Team to ensure the smooth running of the Music Trust
• To coordinate Room and venue bookings (internal and external)
• To ensure efficient and effective scheduling of lessons and ensembles, supporting the Team Leaders and Music Associates with timetables, waiting lists and absence cover
• Ensuring student, parent/carer and school data is kept up to date and accessible to team members as appropriate
• Overseeing the student registration process and school booking requests
• To coordinate the administration of ensembles
• Managing all aspects of music exam administration
• Responsibility for the administration and logistics of the instrument, sheet music and technology resources, assisting with the implementation of processes and maintaining accurate records
• To support the Finance Team and Director of Theatr Clwyd Music with accurate financial administration – including budget monitoring, record keeping, processing orders, invoices etc
• To coordinate the Direct Debit process, completing monthly reconciliations and following up on actions generated within this process
• To coordinate, and where necessary write risk assessments and other health and safety information
• Collating quantitative and qualitative data and preparing reports
• To support and assist with the development, implementation and evaluation of policies, processes and procedures

Communication

• Responding to queries from schools, parents, Music Associates, partner organisations and other stakeholders
• Coordinating email newsletters
• Updating template emails
• Assisting with publicity and marketing campaigns
• Updating the Music Trust website
• Monitoring and updating social media channels
• Managing the Music Trust media library (photo, video, audio)
• Assisting with the collation of information for the fundraising team

Project and event support

• Where appropriate coordinate the planning and delivery of projects and events
• In conjunction with the People team, assist with the administration and delivery of training
• Support at events and projects

General

• To support the Director of Music in the delivery of the vision and strategy.
• Maintaining positive relationships with Theatr Clwyd company members, parents/carers, schools, and all other stakeholders
• Support the Director of Music in fully integrating the department with wider Theatr Clwyd programme
• To work closely with the Creative Engagement Team, ensuring where possible objectives and outcomes are aligned
• To coordinate work experience and training placements
• Work in the best interests of the theatre and in accordance with company policies including health and safety, safeguarding, data projection and IT; and ensure all creative engagement activities are planned in line with company policy too.
• Be an active ambassador for Theatr Clwyd at all times, providing the highest level of customer care, and promoting the theatre’s work and fundraising.
• Undertake other duties as requested by the Director of Music