Music Department Manager

### Job Introduction**Required for:** November or December 2026**Location:**Dean's Yard, Westminster School**Contract:** Full-time (term-time only + 16 days), permanent**Hours of work:**09:00 - 17:00, Monday to Friday though flexibility to these hours could be considered**Salary:** £39,005.26 (actual) equating to a full-time equivalent of £46,356 per annum**Benefits of working at Westminster include:*** Generous School pension scheme* Free access to the School's leisure facilities, including a fitness gym (restricted hours)* Cycle to Work Scheme and season ticket loans following completion of our standard probation period* Private medical insurance (opt in)* Professional development opportunitiesFree school meals are also available when on-site during working hours for the role.**The deadline for applications is 09:00 on Monday 12th October 2026. Interviews will take place in-person the same week.**Westminster School is seeking an organised and responsible Music Department Manager to oversee the smooth running of the administration for the Music Department.The role will be responsible for organising the events diary for the Music Department, as well as providing administrative support to the Director of Music. They will also organise and implement the termly teaching calendars of all music classes. Excellent organisation and administrative skills are therefore essential.The role will also line manage the Music Secretary and Music Coordinator, providing them with supportive and effective leadership.Reporting to the Director of Music, the role responsibilities are as follows:**General*** Assist with smooth running of the Music Department in and around the Manoukian Music Centre (MMC)* Provide administrative support to the Director of Music (DoM)* Coordinate Almanack entries for the Department* Lead on the administration of Music Department activity, including ensembles, instrumental lessons, concerts, events, workshops, auditions, ABRSM exams, ensuring effective project management and delivery to agreed timelines* Act as the Department's first point of contact for VMTs, parents, wider school staff and visitors,* Maintain an events diary and support event planning through liaison with the necessary departments in the school (Porters, Security, Catering, Reprographics etc.).* Oversee MMC room booking system* Liaise with the Works Department for upkeep of Music Department building* Attend weekly Departmental Meetings* Book piano accompanists as required for department events**Line Management*** Line manage the Music Secretary and the Music Coordinator, including:+ Set tasks, oversee/support colleagues' professional development, including annual appraisal+ Recruit, train, and support team members as needed**Instrumental Lessons*** Organise and implement the termly teaching calendars of classes and events, ensuring that rooms, equipment/instruments are all booked and that students and teaching staff are provided with timely and relevant information* Liaise with Heads of Section over pupil allocation to VMTs and to ensure music database is updated* Inform VMTs, parents and pupils of instrumental lesson allocations* Process queries regarding individual music lessons, including requests to start/stop lessons* Communicate with wider school staff to deal with problems/clashes in relation to music lessons as they occur**Visiting Music Teachers (VMTs) & Employed Visting Music Teachers (eVMTs)*** Day to day liaison with large team of VMTs (40+) ensuring adherence to departmental policies and systems* Liaise with HR Department on DBS checking and facilities agreements/contracts for staff* Liaise with Under Master on INSET training for VMTs* Keep Music Department online systems updated* Liaise with DoM and Accounts Department on termly hours for VMTs* Prepare payroll for employed eVMTs for ensembles and advise the Payroll Administrator of salary payments to be made to eVMTs.* Process end of term 'extras' account sheets for VMTs, processing pay claims within set deadlines, liaising with Accounts/Payroll regarding any follow up matters.* Oversee the VMT report systems and Parents' evenings* Keep record of correspondence from prospective VMTs, replying on behalf of Director of Music**Music Award Holders*** Administration of annual Music Award process including managing communications and coordinating pre-audition meetings for 13+ and 16+ Music Awards* Oversee the application process* Organise Music Awards Auditions process and timetable, liaising internally on scheduling* Arrange informal visits for prospective award holders* Ensure that scholars and exhibitioners do not exceed their entitlement for free lessons* Liaise with Pupil Billing regarding the payment of instrumental lessons fees for Music Award holders. Involves maintaining records of instrumental lessons taught and advising Billing on a termly basis of tuition fees to be billed to parents.**Concerts/Events*** Oversee administrative planning for concerts, events, masterclasses, workshops, the Prep School Day, including scheduling, programming, booking rooms, completing events sheets and ensuring correct set-up* Liaise internally on suitable dates with Almanack* Maintain overall knowledge of events calendar; including operational implications, and attend appropriate meetings where necessary.* Organise logistics for large scale concerts e.g. Royal Festival Hall, Barbican, Smith Square Hall, Pizza Express Live, Adrian Boult Memorial, Westminster Abbey etc.* Manage liaison with external venues/companies for school related concerts/events* Source, negotiate, contract and communicate with external venues and suppliers including instrument hire, staging, catering providers, negotiating contracts to ensure cost-effective arrangements and favourable terms* Create and communicate comprehensive and up-to-date event schedules for staff* Ensure staff are briefed in advance and tasks and roles properly defined* Ensure all H&S documents are received prior to events and that risk is monitored during events.* Carry out post-event analysis and communicate and embed recommendations in policies/procedures.* Oversee performer-licencing arrangements, ensuring relevant licences are submitted ahead of performances including Body of Persons Exemption or Child Licences.* Process concert fee payments for extra professional musicians.* Attend large-scale events, as agreed in advance, often in capacity of Front of House* Ensure all activities are accessible, inclusive, and tailored to participant needs.* Oversee ticketing arrangements, either the internal ticketing system, or using online platforms for external concerts.* For high-profile concert interval receptions, prepare the VIP guest list, oversee invitations, communications, RSVPs, ticket allocation, catering quotes and seating plans* Ensure all programmes and publicity is prepared, approved and distributed on time within branding guidelines* Administrate on-site operations for concerts and events ensuring smooth setup, pupil management and event delivery* Represent the School as a member of the Music Department, and maintain positive relationships with external venue staff, transport staff, instrument hire companies, agents, and artists* Troubleshoot effectively under pressure, using sound judgement to resolve operational or logistical issues quickly and calmly.* Work closely with Sound and Event Technician**Budgets*** Assist with budget forecasting* Ensure all invoices are processed and approved for payment by Accounts, in a timely manner* For external concerts, manage project budgets, tracking income, expenditure and venue and ticket settlements for financial accountability.* Monitor/update accounts and annual budget, alerting DoM of any potential overspend* Oversee concert and event budgets, tracking income and expenditure for financial accountability**Orchestra & Choir #J-18808-Ljbffr