CARLISLE CATHEDRAL

JOB DESCRIPTION

Job Title:Music Department Administrator (Part-Time)

Responsible to:The Master of the Music

Responsible for:None

Job Purpose: To assist the Music Department with day to day administrative duties and to ensure choristers are supervised and chaperoned in the Cathedral, Abbey grounds and properties.

Salary:£4704.70 per annum (plus occasional overtime @ £7.70 per hour)

Hours of work:2 pm to 5 pm Monday to Friday during choir terms (39 weeks per annum) plus two hours per week flexitime during school holidays excluding staff holidays. Overtime will paid if the administrator is required to work additional hours.

Principal Duties:Administration associated with choristers including correspondence, telephone calls, rotas and chaperones.

Supervise chorister teas, play time and chaperone as required.

Assist with risk assessments, DBS checks and music lists.

Assist with informal lunchtime recitals recitals and arrangements for visiting choirs.

Attend weekly departmental meetings.

Other:An Enhanced DBS Disclosure is required.

PERSONAL SPECIFICATION

Essential:

  • In sympathy with the Christian ethos of the Cathedral.
  • Ability to work as a member of a team.
  • Good computer skills (Microsoft Office including Word, Publisher, Excel &

Outlook).

  • Excellent communication skills with children and adults.
  • Ability to relate to colleagues, parents and school representatives in an

appropriate and professional manner.

  • Ability to prioritise so that the most urgent tasks are completed on time.
  • Good understanding of current safeguarding and health & safety practice.

Useful:

  • Experience of working in schools.
  • Catering experience.
  • Some musical background.

CARLISLE CATHEDRAL

MUSIC DEPARTMENT ADMINISTRATOR (PART-TIME)

BREAKDOWN OF DUTIES AND RESPONSIBILITIES

Cathedral Choir - Choristers

  • Prepare termly chaperone and cake rotas.
  • Buy drinks/cups/paper plates/napkins for chorister teas.
  • Ensure a supply of disposable cups is available in the Song Room.
  • Collect sandwiches for choir teas at 3.30 pm (M, T, Th, F).
  • Supervise chorister play time from 3.45-4.00 pm (M, T, Th, F).
  • Supervise chorister teas from 4.00-4.12 pm (M, T, Th, F).
  • Make up plates of sandwiches and cakes for those choristers who arrive late and take these, together with the appropriate numberof drinks, to the Song Room.
  • Escort choristers to Song Room in time for 4.15 pm rehearsal and remain with them until the volunteer chaperone arrives on duty.
  • Act as second chaperone for probationer training sessions (Th, F 4.15-4.50 pm).
  • If possible cover for any chaperones who cancel or fail to arrive (overtime can be claimed if working beyond 5 pm).
  • Assist in the recruitment of choristers by booking school visits and helping to arrange choir open days.
  • Calculate choristers’ pocket money each month and pass information to Accounts Department.
  • Prepare monthly pay packets for each chorister, with a receipt to be signed, and give these to the chaperone on duty to give out at the conclusion of choir practice.
  • Send out cheques for choristers’ annual bursaries and instrumental lesson grants.
  • Draw up singing lesson timetable (termly).
  • Ensure that parking permits are issued to chorister parents.
  • Photocopy and distribute circulars to chorister parents.
  • Photocopy and distribute choir schedules to chorister parents.
  • Attend the termly parents’ meetings (Sundays at 4 pm).

Cathedral Choir – Lay Clerks

  • Calculate lay clerks’ pay each month and pass information to Accounts Dept.
  • Draw up lay clerk rota based on the availability of singers (termly).
  • Assist in the recruitment of lay clerks by booking advertisements and sending out details and application forms as required.
  • Ensure that parking permits are issued to Lay Clerks and Choral Scholars.

Youth Choir

  • Assist with the provision of refreshments as required.
  • Heat up food for a hot tea when the choir are singing two services (about twice a year).
  • Ensure that parking permits are issued to Youth Choir parents.
  • Photocopy and distribute circulars to Youth Choir parents.
  • Photocopy and distribute dates’ lists to Youth Choir parents.

Prepare attendance register for the term and chase up absences.

  • Assist with social events (booking and investigating coaches/restaurants etc).
  • Attend termly parents’ meetings (Wednesdays at 7.15 pm) and provide refreshments.
  • Act as chaperone if necessary.

Carlisle Cantate

  • Perform secretarial duties in connection with Carlisle Cantate, such as maintaining up to date files and termly register, typing and photocopying circulars to the parents.
  • Attend 30 mins of one rehearsal per term (Thursday 6.15 pm) in order to check sweatshirts.

Visiting Choirs

  • Prepare a list of dates available to visiting choirs (annually).
  • Undertake admin for visiting choirs (check bookings with Cathedral diary, send out information forms, liaise over catering requirements and rehearsal times, obtain information for music list).

General

  • Ensure that contact details for all choir members are kept up to date.
  • Prepare a list of choir term dates based on local authority school term dates (annually).
  • Assist in the administration of informal recitals.
  • Assist in the production of the monthly music list.
  • Assist in the administration of DBS certificates for chaperones and lay clerks.
  • Assist in the preparation of risk assessments for any tours, parish visits, concerts or social outings undertaken by the Cathedral or Youth Choirs.
  • Book tickets for the annual pantomime visit, circulate details to chorister parents and Youth Choir members & book coach.
  • Type and photocopy programmes & posters for concerts given by the Cathedral, Youth or Cantate Choirs.
  • Assist in the organisation of overseas tours for the Cathedral or Youth Choirs.
  • Assist the choir matron as required.
  • Attend regular music departmental meetings.
  • Such additional duties as may be reasonably required.