Diary Coordinator

Join The Musician's Answering Service (MAS) as a Diary Coordinator and combine your passion for music with exceptional customer service skills. Be part of a vibrant industry, supporting freelance classical musicians.

Diary Coordinator
Dorking, Surrey with hybrid working

Full time, permanentStarting salary GBP23,721 per annum with a review after the first yearExcellent benefits packagePlease Note: Applicants must be authorised to work in the UK

MAS is a leading organisation that manages the diaries of over 1000 professional classical musicians. We serve as a convenient response centre, bridging the gap between our clients and the Orchestra Managers of national orchestras and commercial session companies. By entrusting their diaries to us, our clients can rely on our exceptional service to handle their calls and bookings efficiently, allowing them to focus on music making.

About the role:

As a key member of our small specialist administration team, you will play a crucial role in taking work bookings for our clients. Your day will be filled with engaging calls and emails from contractors coordinating specific musicians for their projects. Your role will involve making informed decisions that best serve our clients, accurately record their work offers, and promptly relay this information to them. This dynamic position requires strong communication skills, professionalism, a genuine passion for music, and the ability to make on the spot decisions.

Key duties:

• Extensive diary coordination; booking musicians for concerts, managing diary conflicts, liaising with orchestral managers.
• Pro-active management of bookings via CRM System Answer incoming calls and emails professionally, providing a friendly and courteous tone.
• Accurately record detailed messages, capturing caller information, message content, and any specific instructions.
• Prioritise urgent calls to ensure timely response and support.
• Maintain a comprehensive and up-to-date database of musicians, clients, and contacts.
• Deliver messages promptly to musicians via their preferred communication method (phone, email, or text message).
• Provide information about our services and address inquiries from musicians interested in joining our service. Follow established protocols to ensure consistent and efficient service delivery.
• Collaborate with team members to address complex or sensitive issues effectively.
• Assist with general administrative tasks and individual projects, such as updating our website and social media platforms, and producing the quarterly newsletter.
• Prepare and manage responses to incoming correspondence containing routine enquiries.

Working hours:

We operate from 8 am to 12 midnight, seven days a week. As a coordinator, you will work an equal number of early shifts (8 am to 4 pm) and late shifts (4 pm to midnight) on an 8-week rota system. You will also work four weekends out of eight, with compensatory days off during the week. Home working options are available for evening and weekend shifts.

The ideal candidate:

A minimum of A level standard or equivalent education. Some background in music or a related field is preferred but not essential. Previous experience in customer service, call centre, or a similar role is highly advantageous. Excellent verbal and written communication skills. A genuine interest in classical music, although detailed knowledge is not essential. Strong multitasking abilities to handle a high volume of calls and emails efficiently. Active listening skills and the ability to empathise with musicians, understanding their unique needs. Familiarity with basic office software such as email, word processing, and spreadsheets. Excellent organisational skills and attention to detail. Ability to remain calm and composed under pressure. Flexibility to work non-traditional hours, including evenings, weekends, and holidays according to a rota system.

Essential skills and experience:

Basic knowledge of MS packages Highly organised with a professional manner. Outstanding communication skills both written and verbal. Calm and measured with the confidence and ability to take control of urgent situations. High level of attention to detail. Genuine interest in classical music

Training:

Full training will be given in the following areas:
Our bespoke Client Relationship Management software (CRM), MS software and Customer Service.

There may be further training opportunities in the following areas dependent on experience and interest: Health and Safety, some aspects of Human Resources

Benefits:

Joining MAS comes with a range of fantastic benefits, including:

Inclusion in the company's workplace pension scheme. Access to our Health Cash Plan. Staff ticket discounts and benefits schemes. A supportive work environment that fosters growth and development. The opportunity to be a part of the vibrant music industry and contribute to its success. Build professional relationships within the industry.

How to apply for the role:

Please fill in the application form and return to

The deadline for applications is Friday 26th February

You must be authorised to work in the UK. No agencies please.