PA to the head of music / Music team assistant

The Head of Music is seeking to recruit a PA to work in the vibrant Music Department providing a full range of administrative, diary and secretarial support. The duties will include diary planning and travel arrangements, office and overhead management (including maintaining departmental information systems and processes), and coordinating and facilitating internal and external meetings. The post holder will be the first point of contact for any Music department-related enquiries. Responsibilities

• To provide secretarial and administrative support to the Head of Music and manage general music team administration being the first of contact for all general enquiries.
• To plan the diary of the Head of Music, prioritising meetings and rearrange at own discretion where necessary to ensure maximum efficiency. Request and collate agenda/papers for regular meetings, book meeting rooms, attend and take actions as required, provide and book refreshments using Artifax, create presentations, and support the Head of Music in preparation for meetings to include Extended Directorate and Arts Group.
• To log entertainment information onto the PR events calendar, coordinate receptions, and provide administrative support on invitation lists and press launches.
• To plan travel arrangements for the Programming team in the UK and overseas and be responsible for processing bookings and any travel-related documentation.
• To maintain records and account for credit card expenditure for the Head of Music and monitor CBIS authorisation.
• To be responsible for ad hoc Artifax bookings for Music Department meetings, site visits, away days and other occasional one-off bookings.
• To coordinate responses to all customer comments received by the Music Department.
• To maintain the Music Department's staffing records including attendance, annual leave and sickness records for Programming, Administration and Production in conjunction with the Senior Producer and the Head of Music.
• To maintain the Music Teams BIZ page (The Nest intranet), ensure that any staffing changes have been reflected on the intranet, new starter/leaver forms have been submitted via BIZ, and update the team organisational chart in consultation with the Head of Music and Senior Producer. Provide the Music team's submission for the staff newsletter.
• To manage monthly departmental meetings and organise departmental social activities.
• To manage the Music Department Meeting Rooms bookings and calendar.
• To act as the Music Office Fire Drill representative and Health & Safety Monitor.
• To monitor and order stationery, consumables (eg printer cartridges), tea, coffee, milk, office furniture, and electrical goods as necessary. Maintain the Music Office equipment inventory.
• To liaise with Facilities, IT and Engineering regarding spatial and equipment maintenance, eg photocopiers, printers, lighting, and to maintain a tidy office environment.
• To manage the department industry membership subscriptions.
• To manage and oversee the department's overheads budget.
• To liaise with production and programme teams on overtime/unsocial hours recording.
• To Occasionally support the Concerts Planning department and Programming departments during busy periods eg with distributing ticket sales before an event, inputting information into Artifax, or helping with receptions.
  
  Previous PA/administrative experience, preferably within Music or the Arts, and will have a demonstrable knowledge of a range of music.
• Proven skills in implementing and maintaining office systems.
• Highly developed communication and interpersonal skills are vital, along with meticulous attention to detail.
• Excellent time management skills and display a high degree of computer proficiency (including Microsoft Office, Excel and experience of working with databases).
• Able to take initiative and be assertive when prioritising a busy schedule.
  
  Global Majority is a collective term that refers to people who are Black, Asian, Brown, dual-heritage, indigenous to the global south, and or, have been racialised as 'ethnic minorities'.