Music Operations Administrator - Repton Senior

Job Introduction

Repton School is seeking a Music Operations Administrator to provide efficient, effective, and engaging administrative support to the Music Departments at Repton and Repton Prep. Providing an exceptional customer experience for pupils and parents and enabling teaching staff to be effective in their roles. Many of the duties are in consultation with the Director of Music and other department staff, but responsibility is given for many projects beyond this, and it is envisaged the Music Operations Administrator would be involved in decision making and willing to contribute ideas.

The closing date for applications is 12th April 2024. Please read the attached job description for a further description of duties.

Should you wish to complete an offline application form, or should you have any questions, please do not hesitate to contact a member of the HR team via HR@repton.org.uk.

Main Responsibilities

Music Department Administration (Repton)

• Provide comprehensive administrative support for full time Music Department staff at Repton.
• Oversee the rooming allocation for all senior school VMTs and full-time staff, including the booking of Beldam Hall.
• Provide design for performance-related brochures, programmes, and online listings, regularly linking in with the marketing and admissions department.
• Build the department’s growing database of friends and supporters, ensuring that all are kept up to date with Concert Series, MusSoc and pupils concerts.
• Oversee the planning, timetabling, and stewarding for termly music exams, e.g. ABRSM / Trinity, liaising regularly with the board and examiners. This includes theory examinations.
• Ensure that all maintenance requests relating to the fabric of the building are logged appropriately.
• Support the planning of all music trips. This includes arranging coaches, meals, rehearsal times etc.
• Oversee the process of adding VMT timetables to iSams each week, updating any changes as required.
• Maintain student records, for example scholarship boards and instrument locker records.
• Maintain and order stationery for the department as required.
• Order music for all pupils, department, and staff, and arrange associated charges.
• Manage the Director of Music’s diary.

Music School Reception (Repton)

• Act as an engaging and welcoming first point of contact for all visitors to the senior school Music Department, including parents, during the working day.
• Answering the telephone and managing queries from staff/Governors/ parents/ members of public.
• Oversee the Health and Safety of visitors to the building.
• Ensure that all visitors to the building are compliant with on-campus procedures particularly those in respect of safeguarding.

Billing and Financial Management (Repton and Repton Prep)

• Manage the process of parental billing, lessons charges and VMT pay across the Senior School and Prep School, linking in regularly with the Bursary staff and Finance Director. This includes the ordering of music and accessories for pupils and ensemble leaders.
• Act as the first point of contact for all VMT queries relating to their day-to-day work at the senior school. This includes helping when pupils are absent from music lessons or ensemble rehearsals, communicating with wider Repton School staff where necessary.
• Determine and arrange for payment for all Visiting Music Staff and visiting musicians for teaching and performing. Liaison with The Bursary for payments.
• Maintain records of all budget items.

Events Administration and Support (Repton and Repton Enterprises)

• Provide artistic support and assistance to visiting professional musicians engaged to give masterclasses, adjudications, or concerts at the school.
• Oversee logistical planning and support for all Music Department open days, audition/interview days and others. Linking in with the Marketing and Admissions Department as required.
• Support and co-ordinate all performance needs at the senior school. This will involve liaising with the designated porter regarding the setting up of performance spaces, as well as booking refreshments where required.
• Attend evening and weekend events as required by the Director of Music to ensure their smooth running, in the capacity as a Concert Manager (up to 10 hours per term).
• As required, oversee the process of ticketing for music events, including for the Repton Concert Series.

Other Duties

• As required, provide general administrative assistance to any other department or function in the school if needed (e.g. to provide cover, improve process, support high workload elsewhere).
• Process and Continuous Improvement of administrative tasks, including the use of automation and technology.
• Any other duties as reasonably requested by your line manager

About Repton School

Repton School, founded in 1557, is a leading co-educational School situated in the historic village of Repton. Five miles from Burton upon Trent and eight miles from Derby, Repton lies in the very centre of England. The School boasts a consistently fine academic record and is active and successful in a wide range of other activities. The School’s 600 plus pupils, both boys and girls, are predominantly boarders. Each belongs to one of the ten boarding houses. Repton prides itself on its long and close association with the village.

With the establishment of Repton Dubai in 2007, Repton was a pioneer among UK independent schools in establishing overseas ‘branches’. Repton International Schools Ltd has now established a family of six international schools (seven as of September), with four in the UAE, one in China, one in Malaysia and Repton Cairo opening in September. The School takes great pride in its international family and works closely with its overseas partners to ensure that each Repton International school fully reflects the ethos and values of the UK school.

The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment, therefore the following shall be deemed to be included, in addition to the duties that you may be required to perform:

Promoting and safeguarding the welfare of children and young persons for whom you are responsible and with whom you come into contact.

Under the Sexual Offences Act 2003 it is a criminal offence for a person over 18 (e.g. teacher, matron, sports coach) to have a sexual relationship with a child under 18 where that person is in a position of trust in respect of that child, even if the relationship is consensual. This applies where the child is in full-time education and the person works in the same establishment as the child, even if s/he does not teach the child. Moreover, whatever the age of the pupil, a sexual relationship between an employee and a pupil will be considered an abuse of a position of trust and gross misconduct, likely to result in dismissal.

Package Description

Location: Repton Music Department

Responsible to: Director of Music

Contract Type: Full time, term time only, plus an additional week to be worked during the school holidays

Salary: Commensurate, depending upon experience

There is also the opportunity (if required), to work within Repton's Enterprises Team to enable an applicant to increase these hours from term time only (plus an additional week) to all year round. This will be discussed during the interview.