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Recruitment Information

Post: Music Administrative Assistant


Office Base: Nottingham
Salary: £15,523 - £16,969 (pro rata) dependent on skills and
experience
Hours:Flexible, pending availability and service need, between 0.7 and full time,
either year round or term time only plus two weeks(TTO+2)
Hours must include Saturday mornings
Contract: Permanent (subject to ongoing funding)

Contents

Advert

About Nottingham Music Service

About the job

Person Specification and Job Description

What we are offering

How to apply

Application Form

If you have any questions regarding this position you would like to discuss prior to
applying, please feel free to contact:

Janet Wallace
Operations Manager
Email: janet.wallace@nottinghammusichub.org.uk

Music Administrative Assistant – Nottingham Music Service


Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
music@collegest.org.uk P: 0115 9476202 Registered charity no 1153716
Post: Music Administrative Assistant
Office Base: Nottingham
Salary: £15,523 - £16,969 (pro rata) dependent on skills and
experience
Hours:Flexible, pending availability and service need, between 0.7 and full time,
either year round or term time only plus two weeks(TTO+2)
Hours must include Saturday mornings
Contract: Permanent (subject to ongoing funding)

Nottingham Music Service is seeking to appoint an energetic and skilled


Administrative Assistant. This is a fantastic opportunity for someone with relevant
experience to support this creative and ambitious organisation moving forward.

The successful applicant will be able to provide core administrative assistance for
the service, deliver on the ground support for the Area Band Network and Music
School, and play a key role in maintaining effective systems for resources such as
sheet music and instruments/equipment.

This role includes music librarian responsibilities and therefore applicants must
have a good musical understanding, be able to read notated scores and use
Sibelius software.

Our vision is that all children and young people in Nottingham have an inspiring
and rewarding experience of making music with others. Our mission is to facilitate
joyous, life-enhancing and confidence-building experiences that equip children and
young people with perseverance, self-belief and a life-long love of music

We believe that:
 Participation should reflect diversity and that pathways should be affordable
and accessible to all

 Opportunities should enable all children and young people to progress to


achieve the best that they can and wish to

 Music making should play a vital role in the life of the city, promoting
community cohesion

For more information on the post please contact Janet Wallace at


janet.wallace@nottinghammusichub.org.uk

Visit www.nottinghammusichub.org.uk for more information and an


application pack.

The closing date for applications is noon on Thursday 2 nd July 2015 with
interviews w/c 13th July 2015.

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716
About Nottingham Music Service

Nottingham Music Service is an organisation committed to providing high quality


music making opportunities in Nottingham City. A registered charity, we bring
together children and young people, teachers, musicians, schools and musical
organisations to listen to, learn and make music in a multitude of forms.

We believe that all children and young people in Nottingham should have a
rewarding and inspiring experience of making music with others. Our mission is to
facilitate these life-enhancing and confidence-building experiences that equip
children and young people with perseverance, self-belief and a life-long love of
music.

Music is an inherently positive activity for all children and young people – it is
proven to reach and develop parts of the brain like nothing else, however there are
significant differences between the music experiences that children from higher
social grades and those from poorer backgrounds receive – sustained progressive
music education is still the preserve of children born to wealthier parents.

We are committed to narrowing the gap between children from different


backgrounds and ensuring that every child in Nottingham has the opportunity to
learn, perform and progress. We want all children in Nottingham to have access to
exciting, rewarding, varied and high quality musical experiences taught through
innovative, enterprising and inspiring approaches.

Nottingham Music Service (NMS) started work in 2002 when few city schools had
any tradition of children learning instruments. NMS has overseen the
transformation of music education in Nottingham, with the number of pupils
learning instruments increasing from 500 in 2002 to 8764 in 2014. Currently, Whole
Class Ensemble music tuition is delivered in 89% of year 4 pupils in the city's
primary schools and academies.

We will work to ensure that all children in Nottingham have a chance to learn to
play a musical instrument during class tuition in their primary schools and that all
young people are able to continue to learn and take part in performances and
ensembles right up to Key Stage 5. We also work hard to increase the range and
diversity of genres of music that young people can become involved in making,
reflecting the vibrant and diverse city we work in.

As well as high-quality music making opportunities in schools, we offer out-of-hours


opportunities and progression routes through our Area Bands, Saturday Music
School and other ensembles. We also give targeted support to enable access to
music making to specific groups, including the hard to reach and those in
challenging circumstances.

In all of this our goal is simple: to inspire, enrich and transform the lives of the
children and young people we come into contact with through music whilst
promoting innovation, creativity and achievement in music, the arts and wider
society. Why don't you help us achieve this?

We are the lead partner of the Nottingham Music Hub and part of MEHEM (Music
Education Hubs East Midlands).

See www.nottinghammusichub.org.uk for more information

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716
Structure and Staffing Team

Until April 2014 the service was part of Nottingham City Council, on April 6 th 2014
the service transferred to the newly formed Charitable Incorporate Organisation
(CIO) Nottingham Music Service.

A charitable incorporated organisation, or CIO, is a new legal form for a charity


governed according to a constitution, by a board of 7 independent trustees and
regulated by the Charity Commission.

We are a small staff team comprising:

Chief Executive Officer – 1 FTE (Full Time Equivalent)


Business Development Manager – 0.5 FTE
Operations Manager – 0.8 FTE
Team Leaders (x 4) – total of 4.2 FTE
Level 2 Teachers – total of 4.8 FTE
Level 1 Teachers – total of 4.6 FTE
Administrator – 1 FTE
Administrative Assistants – total of 1.6 FTE
Trainees – total of 5 FTE

Post of Music Administrative Assistant


This post is a vital addition to our team and pivotal to the smooth running of the
organisation. The Administrative Assistant will provide general administrative
support for the service including responding to enquiries, liaising with schools,
taking bookings and organising logistics, as well as providing on the ground
administrative support for the Area Band Network and Saturday morning Music
school, to include preparing and taking registers, supervising transport, monitoring
and evaluating activity. This role also includes music liabrarian responsibilty which
includes the preparing and adjusting of parts and scores as well as the appropriate
monitoring and storing. This is an excellent opportunity for the right candidate to
excel right at the core of an exciting creative organisation.

Please specify in your application if you are applying on a term time only
+ 2, or year round basis and whether you have a preference for part time
or full time hours.

Please note hours must include Saturday mornings

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716
Person Specification and Job Description

Organisation: Nottingham Music Service


Job title: Music Administrative Assistant
Responsible to: Operations Manager
Responsible for: N/A

Purpose of post: To assist members of the music service team in implementing


music service programmes in Nottingham City by providing
administrative and technical support (including Music Librarian
responsibilities)

Person Specification:
Administration Measured
by:
1. Excellent record keeping skills A
2. Ability to manage electronic and hard copy data effectively A,IE
3. Experience of a range of administrative roles within a busy A,I
office environment
4. Effective time management and ability to multi-task A,I
Music and Education:
5. Good musical skills, knowledge of a wide range of musical A, I
instruments and ability to read music
6. Experience of playing in ensembles and studying music A, I
7. ICT skills (including specific software such as Sibelius, Excel A, IE
and File Maker Pro)
Mutual respect and good relations
8. Ability to communicate effectively both orally and in writing A, I
9. Commitment to promoting mutual respect and good A, I
relations
10. Ability to work as part of a team A, I
Inclusion
11. Commitment to music for all A, I
12. Willingness to learn how to meet the challenges of effective A, I
music education for all pupils in a city context
13. Flexible approach, to be able to support diverse A, I
school/service needs and prior experiences
Continuing Professional Development
14. Commitment to continuing professional development A, I
15. Ability to be reflective and self-aware A, I
Work Related Circumstances
16. Ability to organise own workload including experience in A, IE
problem solving and record keeping
17. Ability to travel across the city and current clean driving A
licence
18. Flexible approach to working hours to enable support for A, I
events

NB: A = Application, I = Interview, IE = Interview Exercise

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716
Notes:
 As the post holder will regularly be undertaking work directly with young
people an enhanced DBS clearance will be required
 This post is subject to the ACE Music Education Hub Grant (currently running
until March 2016)
 Due to the nature of this post, a flexible approach to hours will be necessary
and may include evening and weekend work to support performances and
other initiatives; including annual residential activity.
 With proportional posts, hours and days may vary according to changing
school/government demand
 This is not a complete statement of all duties and responsibilities of this post.
The post holder may be required to carry out any other duties as directed by a
supervising officer, the responsibility level of any other duties should not
exceed those outlined above.

Key responsibilities:
1. To provide general administrative support for the service including responding to
enquiries, liaising with schools, taking bookings, organising logistics
2. To create and maintain effective systems for filing musical scores and sets and
respond appropriately and effectively to requests from music service ensembles
and staff
3. To adapt and edit music scores ready for printing and copying using Sibelius
music software, and to prepare sets of parts for music service ensembles
4. To order musical instruments and other resources, arrange maintenance/repair
of instruments, log locations where on loan, ensure safe storage while held
centrally, transport to city schools and other venues as required and ensure the
inventory is accurate and up-to-date
5. To support city, school and service performance activities and initiatives by
providing technical assistance such as staging, sound and lighting etc
6. To provide on the ground administrative support for the Area Band Network and
Saturday morning Music School, to include preparing and taking registers,
supervising transport, monitoring and evaluating activity
7. To support the collection and collation of data for Arts Council and other external
funding bodies
8. To support the marketing and publicity of service programmes including
updating the website
9. To advocate for the work of the service and be a champion for music across the
city

We offer:
A competitive package which includes:
 Flexible working arrangements
 22.5 hours (3 days) per week for an initial period up to 31 st March 2015 with
the potential to extend the contract subject to funding – one post year round
and one post term time only.
 25 days holiday pro rata plus statutory bank holidays
 Salary scale of £15,523 - £16,969 pro rata dependent on skills and
experience
 6% employer contributions into a private pension scheme
 A commitment to your continuing professional development

How to apply

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716
Please send a covering letter, your CV and completed application form (copy at the
end of this information pack) by email to
janet.wallace@nottinghammusichub.org.uk Please note applications can only be
received by e-mail.

Applications to be returned before 12pm on Thursday 2nd July 2015


Interviews during the week beginning 13th July 2015 in Nottingham

Equal Opportunities Policy Statement


It is our intention to provide equal opportunities for employment and in all matters
with regard to the services which we provide. We will deal with all persons,
whether members of staff, volunteers, trustees, contracted freelance workers or
clients or other people with whom we have contact, with the same attention,
courtesy and consideration, regardless of race, colour, ethnic or national origin,
sex, religion, disability, sexual orientation or age.

Application Form

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716
By completing and submitting this application form and any related documents you
are consenting to us processing such data for personnel management and
administrative purposes in accordance with Data Protection legislation.

Administrative Assistant

Please state if you have a preference for a term time only + 2 weeks, or year
round position:

Please state if you have a preference for part time (0.7 +) or full time hours:

Where did you hear about this post?

1. Personal details
Please only provide information for where we are free to contact you.
Your name

Address

Post code

Telephones
Email
Do you hold a full driving licence? Yes / No

Do you have daily use of a vehicle? Yes / No

National Insurance No.

Date of Birth

Do you consider yourself to have a disability? Yes / No

If you have a disability are there any arrangements which we can make for you if
you are called for interview? Yes / No

If yes, please outline your requirements:

2. References
Please list two people whom we may approach for professional references. One of
these should be your current or most recent employer
Name:

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716
Position:
Organisation:
Address:
Telephone:
Email:
May we contact this referee before interview? Yes / No

Name:
Position:
Organisation:
Address:
Telephone:
Email:
May we contact this referee before interview? Yes / No
Nottingham Music Service reserves the right to take up references, after an offer
has been accepted, with any or all of your previous employers.

3. Experience
Present employment
Job title

Employer

Address

Contact person
Telephone
Date appointed

Reason for
seeking other
employment

Duties and
achievements

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716
Present salary or
fee income

Notice required –
if applicable

Have you ever been subject to Disciplinary Proceedings? Yes / No

If yes, please indicate the outcome

4. Previous employment – If necessary please provide details of additional


employers on a separate sheet and feel free to cut and paste from your CV
Employer name
and address

Dates

Duties and
achievements

Employer name
and address

Dates

Duties and
achievements

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716
Employer name
and address

Dates

Duties and
achievements

5. Sickness Absence Details


Please note that in accordance with the Data Protection Act 1998, all sensitive
personal information given will be used in connection with this application process
only. Please give details of sickness absence during the last 24 months.

Number of days:
Number of periods:
Reason(s) for Absence(s)

Please note that for the successful candidate the information supplied regarding
sickness absence will be verified with their previous employer.

6. Qualifications and training (feel free to cut and paste from your CV)
Education Please list your relevant educational details

Training Please list your relevant training details

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716
Qualifications Please list your relevant qualifications

7. Supporting information
Please tell us, referring to each point of the person specification and job
description, why you believe you are a suitable candidate for this position. Use
extra sheets if necessary.

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716
Are you eligible to work in the UK? YES / NO
All applicants may be asked to produce relevant documentation

Enhanced Level DBS Clearance


This post will be subject to an enhanced level DBS Clearance

8. Declaration
Signature Date

When completed janet.wallace@nottinghammusichub.org.uk


please return this
form to:

Please note that to knowingly provide false or deliberately misleading


information may lead to disciplinary action being taken, up to and
including dismissal, at any time after an appointment is made.

Nottingham Music Service, College Street Centre, College Street, Nottingham, NG1 5AQ
info@nottinghammusichub.org.uk P: 0115 9476202 Registered charity no 1153716