Job Description

Key Purpose of the job

1) To work alongside and under the management of the Starlight Board of Trustees and designated members of the team.

2) Primary duties will be to provide general project management support to the designated trustee or project management team, ensuring the projects are effectively set up, marketed, promoted and monitored according to the terms and conditions set out in the conditions of grant aid.

3) In addition the post holder will provide a quality business administrative service for the trustees and project management team.

Main Duties and Responsibilities / Accountabilities

4) To develop and maintain administrative systems, providing support to team members as required. Making recommendations for changes to existing methods or systems as appropriate

5) To develop a volunteers pack, students pack with relevant standard information about the organisation. To set up a comprehensive registration system, manual and electronic, revise and update existing forms and parents letters.

6) To make links with local schools, arrange interviews and presentations for assemblies about the work of SMA.

7) Make contacts with local businesses, promote partnership working, work placements or sponsorship support

8) To ensure project information and records are accurate and up to date in order to provide comprehensive management statistical information for analysis and performance information as required,

9) To act as support for project meetings and other complex meeting and events. Including diary management, bookings, promotion for venue hire, business fund-raising, producing agenda papers, distributing papers, taking minutes, following up on agreed actions and handling calls.

10) To be responsible for the distribution, collection, analysis and completion of monitoring ensuring these are in accordance with project plans, reporting issues to trustees or designated staff as they arise.

11) To deal with, prepare and produce correspondence using standard letters, draft non standard letters, reports and draft articles for newsletters and websites. Providing word processing and other secretarial and administrative support to the designated trustee or project management team as required. To be confident in using microsoft office package including excel, word and outlook.

12) Operate systems to monitor and produce reports on behalf of the trustees / project management team. Implementing various financial transactions in support of the team including processing orders and payments.

13) To ensure regular communication of project updates within young people and clients, publication of timetables and weekly updates as well as updating the website pages an other electronic form of communication in line with SMA policy

14) To ensure general office management duties are carried out including monitoring of IT problems, ordering team stationary and coordinating team meetings

General Duties

15) To build and sustain effective working relationships with all those with whom you come into contact at all times promoting Starlight Music Academy.

16) To carry out all duties with full regard to Starlight’s Health & Safety Policy, Child Protection Policy and Code of conduct

17)To be available for 1-2-1 meetings, team meetings, reviews and Performance Management Reviews with designated trustee.

18) Undertake other duties within the competence of the post holder, which my be required

19) To participate in staff development programmes (e.g. induction and training) as agreed with trustee.

Special Conditions of Service

General statement -

Required to carry out duties and responsibilities of the post in accordance with the organisations policies and procedures.

Safeguarding of Children - The post holder is required to uphold Article 12 of the UN Convention on the Rights of the Child, which states the right of any child or young person to be consulted in decision making