Administrator Job Description

Coda Music Centre Administrator  Job Share

A 2 day per week post with financial responsibilities.

Overview

Coda is a successful and expanding music centre delivering music workshops, tuition and therapy to people of all ages and abilities. Coda is a registered charity governed by a Board of Trustees and based in Christchurch, Dorset. Working closely with the Chief Executive and a team of musicians, teachers and therapists, the role of Centre Administrator is central to our work with the 500 people that attend Coda each week.

Job Purpose

To be the main point of contact for all customers and staff at Coda; To manage the Centre’s main office and its systems; And, with the CEO and Marketing Officer to manage and develop the ongoing programme of music lessons, classes and groups.

Reporting to:                Chief Executive

Working with:              Centre Administrator colleague, Marketing Officer.

Hours:                           2 days per week

Renumeration:             Between £18,000 & £22,000 pro rata

Holidays:                     25 days p.a. plus bank holidays (pro rata).

Holidays to be taken out of term time.

Pension:                      Statutory pension scheme

Person Profile

The successful candidate will be an organised office administrator, able to communicate well with people of all ages and abilities. Coda is a busy working environment where our customers come first and the Administrator must be confident in managing people sensitively and resources accurately.

In a job share environment good communication with colleagues is essential and experience of adopting and using efficient communication tools is key.

They will have an empathy with Coda’s inclusive vision and be committed to the development of music in the community for all ages and abilities.

Essential qualities and skills

Excellent interpersonal, administrative and IT skills and an attention to detail are essential.

Experience of resources management including: timetabling and scheduling; generating reports and statistics; advanced knowledge of client management with a database and spreadsheets.

A maturity and sensitivity when dealing with all ages and abilities, they must have a flexible and energetic approach to work and be prepared to work consistently to achieve agreed deadlines within tight schedules and under pressure.

Specific duties
Office Management and Reception

Front of house duties including handling initial enquiries, providing and sending information, and welcoming new clients/students;

Responsible for maintaining quality of customer service;

Providing additional reception cover when necessary;

Tuition and Courses Management

Managing the Centre’s learning and therapy programmme using the current database system (Paritor’s Ensemble software);

Dealing with student and therapy client bookings at the Centre;

Matching students/clients with tutor availability, correctly scheduling students and lessons and managing registers;

Working with the Marketing Officer on internal and external communications;

Working with the Marketing Officer to identify and implement promotion and marketing initiatives for events, courses and workshops;

Producing and maintaining teaching and therapy registers and course dates with the staff team;

Finance

Issuing all invoices and credit notes for students, customers and clients;

Liaising with Administrator colleague to ensure the correct scheduling of all lessons, invoicing and tutor pay.

Managing credit control;

Processing and reconciling income against invoices within the databse system;

Managing staff timesheets and liasing with the external payroll company on salary and pension payments;

Managing banking card payment systems;

Producing regular management reports for the CEO and Trustees;

Liaising with the CEO, bookkeeper and Coda’s accountants on financial matters where required.

Customer Relations Management

Database entry and processing;

Resolving customer issues satisfactorily and in line with Coda policies and principles;

Client information and data – producing statistical reports for the CEO;

Managing correspondence;

General office

Diary management for centre, including room and equipment hire bookings;

Sending external post and distributing internal post.

If you hold the relevant experience and skills to enjoy working in a busy, customer facing music centre please contact Phi Hallett, Coda’s Chief Executive by email phil.hallett@coda.org.uk with a CV and covering letter.

Please contact us by 31st July, should you be interested in the opportunity.