SISTEMA SCOTLAND

POST:PA/Administrator – Sistema Scotland

REPORTS TO: Chief Executive – Sistema Scotland

BASED: Raploch, Stirling

SALARY: £21,636 to £24,757 per annum(new staff are appointed on the first point of the scale)

DAYS OF WORK:Full time position – regular hours of work will be Monday to Friday 9am to 5pm (with one hour unpaid lunch break)

HOW TO APPLY:See full details on page 6 of this document

Sistema Scotland’s principal vision is to transform lives with music.

This pioneering programme drew its initial inspiration from El Sistema in Venezuela and our vision is to transform lives with music.We deliver on our visionthrough the creation of Big Noise programmes within communities. Sinceits inception in 2007, the programme has grown anddeveloped into a multi - faceted andimmersive music education and social developmentprogramme which uses the orchestra as a learning community. We currently run programmes in Raploch, Stirling; Govanhill, Glasgow; and Torry, Aberdeen. We plan to open a fourth centre in Douglas, Dundee during 2017.

For more information, please see our website

THE TEAM

We currently employ approximately 90 staff across our three centres and Sistema Scotland’s core team. We also have a team of volunteers and cover musicians (freelance) in each centre. The successful applicant will work directly to the Chief Executive Officer and will join the core team consisting of the Director of Music, HR Manager, HR Assistant, Finance Manager, Finance Assistant, Fundraising and Business Development Officer, Fundraising Assistant, Volunteer Development Coordinator, Marketing & Communications Officerand freelance Fundraiser. All of the core team work part time apart from the Fundraising and Business Development Officer and this role, PA/Administrator, who both work full time.

The Chief Executive Officer reports to a voluntary Board of Directors.

1.PRINCIPAL AIM

1.1To provide comprehensive Personal Assistant support to the Chief Executive Officer, as well as administrative and secretarial support to the Board Chair, the Director of Music, and the Sistema Scotland core team.

2.PRINCIPAL DUTIES

The following gives an indication of the duties and responsibilities that the post may involve. The exact nature of these duties and responsibilities will change over time and the post holder will be expected to work flexibly and carry out any work that is reasonably required and is appropriate to the role.

2.1 Working closely with the Chief Executive Officer to ensure active and efficient management of her email account and diary, as well as supporting the Board Chair and Director of Music with diary management.

2.2Acting as first point of contact for external and internal enquiries to Sistema Scotland.

  • Prioritising and logging all enquiries
  • Ensuring that enquiries are dealt with on time and followed up as necessary
  • Dealing personally with a range of enquiries from stakeholders at all levels of seniority
  • Gathering / preparing background information for matters to be dealt with by appropriate colleagues
  1. Making and co-ordinating detailed arrangements for meetings as required; for example preparation of agendas, co-coordinating and distributing all papers for meetings, arranging the practicalities of meetings, minute taking and actions arising from meetings, maintaining action trackers.
  2. Undertaking research and preparing reports and briefing documents for the Chief Executive Officer ahead of meetings
  3. Developing and maintaining efficient and up-to-date filing and records systems for correspondence and other related papers. Maintaining an efficient system of computer files and organisational archives, retrieving data as required.
  4. Scheduling and providing support for termly learning visits to Big Noise centres (including receiving and processing applications, booking meeting rooms and refreshments, arranging the visit schedule).
  5. Ensuring adequate stock of office equipment and stationery, placing orders as required.
  6. Office management of Sistema Scotland site including all stationery and office equipment, furniture, mail, petty cash and visitors for Sistema team
  7. Maintaining asset register for Sistema team
  8. Making arrangements for accommodation and travel when required for Sistema Scotland team
  9. Management of incoming and outgoing mail
  10. Depositing cheques with the bank and maintaining paying in records
  11. Checking relevant invoices against orders made and coding and approving for payment
  12. Dictation of letters and correspondence
  13. Word-processing, photocopying, circulating correspondence, reports and committee papers of all types, including the preparation of confidential material and financial/statistical information using spreadsheets and databases
  14. Lead coordination point for external IT support for issues/queries fromSistema Scotland staff
  15. Providing general administrative support, when required, to other teams (e.g. HR, Finance, Fundraising) within the organisation during specific projects or during absence of other support roles

3.All Posts Will Meet The Following Requirements

3.1To contribute to the development of a professional working and learning environment in the organisation.

3.2To contribute to the organisation understanding of diversity and its implications for the arts, education and community and to ensure this understanding informs all the organisation’s activities.

3.3To ensure adherence to the organisation’s policies and procedures with particular reference to equality, diversity and health & safety.

3.4To work in a flexible manner in line with the organisation’s social and corporate objectives and to be willing to undertake other duties as reasonably requested.

PA/Administrator – Sistema Scotland

PERSON SPECIFICATION

Knowledge AND QUALIFICATIONS

ESSENTIAL

  • A relevant qualification at HNC or SVQ level 3 level (or equivalent) or above
  • Understanding of the benefits that a social programme such as El Sistema can have

DESIRABLE

  • Proven commitment to personal and professional development
  • Knowledge of current issues regarding music, community development and education in Scotland.

Experience

ESSENTIAL

  • Experience of working in aPA role providing administrative, secretarial and personal assistant support to senior members of staff
  • Experience of working in anadministration role with high levels of responsibility
  • Experience of minute taking and coordinating action trackers
  • Experience of desk-based research and report writing
  • Experience of organisational relationship management (internal and external)
  • Experience of using Microsoft Office (particularly MS Word and Excel) to an advanced level
  • Experience of working within a challenging and high-pressure environment.
  • Experience of developing and implementing administrative systems and procedures, including maintaining office inventories and general office management

DESIRABLE

  • Experience of working in areas of multiple deprivation

SKILLS & ABILITIES

ESSENTIAL

  • Excellent organisational skills and ability to manage a high-pressure work load
  • High level of initiative and problem solving skills
  • Research skills
  • Proven track record of ability towork as part of a dynamic team.
  • High standard of numeracy and literacy. With excellent verbal, written and graphiccommunication skills
  • Maintaining a high degree of confidentiality and discretion,as required
  • Good interpersonal skills and diplomacy, with the ability to mix appropriately with a wide range of people
  • Attention to detail
  • A proactive approach in regard to making economies, improving process and driving efficient and effective working

DESIRABLE

  • A passion for music, and belief in the impact and transformative power it has for children and the wider community

PERSONAL QUALITIES

  • Socially motivated.
  • Demonstrate a commitment to the programme and its sustainability within the community
  • Belief in opportunities for all, and high expectations for all.
  • Passion and commitment to inclusive practice.
  • Strength of character and a sense of humour.
  • A belief in and determination for others to succeed.

OTHER QUALITIES

  • Ability to work flexibly, in the evenings and at weekends as appropriate. Travel may be required occasionally.
  • Commitment to the long term goals of the programme and team, the participants, and the communities they live in.

HOW TO APPLY:

To apply for this role you must complete our online application form at where you will also find a full job and person specification (no CVs or agencies please). As well as detailing your qualifications and work experience, you will also have the opportunity to explain why you are interested in working for Sistema Scotland and how you meet our requirements as detailed in the job/person specification.

On the application form we will also ask you to give us the names and contact details for two referees, one of these should be your current or most recent employer (please state if you would prefer us not to contact your current employer until you are provisionally offered the role).

Deadline for submission of application: WEDNESDAY 8FEBRUARY AT 10AM

The selection process(which will include a panel interview and a competency test) will be held on THURSDAY 2 MARCHin Raploch, Stirling.

For any additional information please e-mail or telephone 01786 462923.

The successful applicant will be subject to PVG check although having a criminal record will not necessarily be a bar to working with Sistema Scotland.

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