Job Advert
MAC is recruiting for a motivated individual to assist the MAC Makes Music Producer with the administration and co-ordination of the MAC Makes Music programme. MAC Makes Music is an award-winning programme providing innovative music-making opportunities for children and young people who face barriers to accessing music. The programme seeks to ensure that young people have access to music no matter who they are, where they come from or what they’re going through by delivering practical sessions, supporting wider sector training and advocating for inclusive change at a strategic level.
Specifically, the post-holder will assist in maintaining and developing administration systems and databases, preparing contracts, booking internal and external resources and collating statistical data for reporting purposes. There will also be opportunities to observe and support music sessions, create and manage content for social media channels and the website and manage discrete projects with support of the wider team.
Job Description
Key Responsibilities
The principal responsibility of the post is to manage the administration and support the coordination and development of the MAC Makes Music programme.
Assisting in Programme Delivery
- Work closely with the MAC Makes Music producer to arrange and formulate schedules for projects, training and events.
- Organising and coordinating online events on MAC Makes Music’s Zoom and Teams channels.
- Gather and maintain emergency contact registers for any in-house sessions at MAC.
- Co-ordinate specific projects within the MAC Makes Music programme, working closely with the Producer within agreed budget and outcomes.
- Attend music-making sessions in supportive, observing and evaluating manner where needed.
Artist/Stakeholder Liaison
- In liaison with MAC Makes Music Producer, prepare and issue contracts and agreements for freelancers and short-term arrangements, ensuring contracts that are due for renewal are flagged and updated appropriately.
- Provide telephone reception services for members of the public and music leaders, ensuring enquiries and messages are dealt with appropriately and in a timely manner.
- Organising the Mac Makes Music central inbox and calendar, liaising with the Producer to ensure all communications are received and responded to appropriately.
- Being the first contact for everyday communication for Music Leaders and facilitators, including but not limited to travel plans, venue contacts and day-to-day queries.
- To attend and represent MAC at openings, performances, conferences and events as appropriate and agreed with the Producer.
- Provide minute taking services at wide variety of external and internal meetings, co-ordinating attendance and distributing agendas in advance.
Communication and Media Responsibilities
- Maintain the image, audio and video data/archive, both internally and on public platforms. Ensure that we are GDPR compliant in how we store and keep this data.
- Ensuring photographic consent and any general permission forms have been requested and develop a database to manage this process. Provide forms in accessible formats as required.
- Producing marketing materials for MAC Makes Music projects and events working closely with the wider Marketing Team at MAC.
- Managing MAC Makes Music social media accounts, posting regularly to help raise the profile of the programme. Consulting with the wider Marketing Team at MAC where necessary.
- Maintaining MAC Makes Music webpages and working with the wider Marketing Team and the Producer to manage the webpages and develop new content.
- Promoting events, projects and opportunities to MAC Makes Music’s contacts and networks. Utilising and maintaining the mailing list to do this.
Resource Co-ordination
- Update and maintain MAC Makes Music resources and equipment register, liaising with both the Learning and Participation Team and the Technical Team at MAC to document and manage usage, report any repairs etc.
- Ensure Yesplan is kept up to date with information as developed and received.
- Book internal meetings and events as needed, working with the Hires Team.
- Contribute to the development and associated opportunities that the Recording Studio and facilities present – working closely with the Producer and the wider MAC team.
Administration
- Ensure that all databases and information is stored in compliance with GDPR and MAC’s terms and conditions.
- Collate and store invoices; insuring they are appropriately processed in accordance with MAC’s terms and conditions.
- Support the evaluation of MAC Makes Music by disseminating and collating evaluation forms; statistical data and creative documentation of projects and events. This may include arranging and facilitating evaluation meetings with Music Leaders where requested.
- Develop and maintain spreadsheets and office systems in conjunction with the Producer.
- Provide data from these sources to the Producer or wider MAC team where needed for reports and external communications.
- Maintain and contribute to the upkeep of artist, participants and partner databases. Work closely with the HR Team to ensure that all applicable staff have Enhanced DBS checks that are kept up to date.
- Support general administration duties such as post and photocopying.
General
- Act as an advocate for the MAC Makes Music Programme.
- Ensure that all work is carried out in accordance with MAC’s Safeguarding Policy.
- Maintain confidentiality in accordance with the Data Protection Act.
- To participate in training and development activities as required and to assist with the training and development of colleagues as appropriate.
- All staff are expected to further, promote, and ensure the implementation of MAC’s Environmental Policy.
- Any other duties which may be reasonably required from this post.
Equal Opportunities & Diversity
All staff are expected to further, promote, and ensure the implementation of, the equal opportunities and diversity policies of MAC.
Note
This job description outlines the principal responsibilities and duties of the post holder. It is not meant to be, nor is it, an exhaustive list of specific responsibilities and duties. The post holder will be expected to undertake any other duties which could reasonably be expected as being within the remit of the post and which arise out of changes in legislation, regulations, orders, rules and working practices, methods and procedures and reviews, as directed from time to time.
This is a full-time post. Weekend and/or evening work may be required from time to time.
This position is subject to an Enhanced DBS.
Person Specification
A person specification describes the areas of experience, skills and personal attributes a person should possess in order to take up the post.
Essential
Experience
Experience in arts administration within an education, learning or community focused environment. (paid or voluntary capacity).- Previous experience in co-ordinating projects.
- Demonstrable experience in providing high-quality customer service.
- Proven enthusiasm and interest in working with children and young people, including those with additional needs, and an understanding of associated safeguarding requirements.
Skills/Interest
Interest and enthusiasm for the arts, and music, and able to recognise its potential to change lives.- Excellent communication skills; the ability to communicate with people from a wide variety of backgrounds across a wide variety of formats, both in-person and in a written/recorded format.
- IT literate, with experience of using Microsoft Office Suite, as well as media-focussed software and platforms (such as social media platforms, photo/video editing software).
- Ability to execute administrative tasks (such as database management, drawing up contracts, minute taking) efficiently and with attention to detail.
Personal Attributes
- Self-motivated, able to work on own initiative and not afraid to ask questions.
- A good level of organisational skills and clear ability to prioritise and seek solutions.
- Adaptive and collaborative – both within a small team and across a wider organisation.
- Trustworthy and able to act as an advocate for the MAC Makes Music programme, as well as Midlands Arts Centre.
- Have a commitment to continuing professional development and improving your professional practice.
Desirable
Please don’t let these put you off applying – but if you do have any of these skills or experiences then we’d love to hear about them:
Experience of working with young people who face social, emotional or mental health challenges in their lives.- Experience managing professional social media accounts
- Understanding of music technology – both in a practical, hardware, sense and knowledge of digital audio workstations (DAWs) or other musical software.
- Awareness of the music education landscape in the West Midlands.
For further information please download the 'What is MAC Makes Music' supplementary information from MAC website; https://macbirmingham.co.uk/mac-makes-music-coordinator
How to Apply
To apply for this post please follow the link below and follow the application process, ensuring you answer all questions.
Please note that all applications are anonymised during the shortlisting stage. Any attached CVs will not be used at the shortlisting stage, so please ensure you complete the application fully and include all of your experiences, qualifications and any skills you have that would help us when considering you for this role.
Deadline
All applications must be received no later than midday on Wednesday 16 August 2023.
Late applications will not be considered.
Short-listing
Shortlisted candidates will be informed at the latest by Friday 18 August 2023.
Interviews
Shortlisted candidates will be invited to interview on Thursday 24 August 2023.