Position of Assistant Secretary

A deputy to the Secretary is required for a part-time position within the small, busy office of this charitable classical music trust situated near Godalming in Surrey.  The Trust provides grants to postgraduate music students to help support their studies, as well as running a Recital Scheme which provides professional performance opportunities for the most outstanding of the Trust’s beneficiaries.

The Assistant Secretary is responsible, under the guidance of the Secretary, for processing the applications for grants, ensuring the smooth running of meetings and auditions, answering routine enquiries from young artists and music clubs, administering the Recital Scheme, dealing with receipts and payments and keeping the Trustees informed with regular news bulletins.

This post would suit a personable individual with previous administrative experience and good communication skills who can deal confidently with a range of people.  You will need to be competent at using Office IT packages, with good levels of literacy and numeracy, and ideally have experience of website maintenance and social media.  You will need to demonstrate excellent organisational skills, as well as a very keen eye for detail. An interest in classical music is desirable.

Some flexibility in working hours and days is necessary for meetings and audition days in London but basically 20 hours a week are required. Holidays should be taken avoiding the busiest period, which is January to June, but there are four weeks’ annual holiday (pro rata) available plus Christmas leave and extra days as appropriate.  Salary: £14,500 per annum.  To start September 2017.

To apply, please submit a CV and covering email to deborahbacon@munstertrust.org.uk

Closing date for applications: 31st July 2017

WHAT THE ROLE ENTAILS

  1. Award Applications

Application forms for postgraduate awards are received online and the Assistant Secretary is responsible for the initial checks and processing required. It will be necessary to work extra hours during this time (February to April).

The Assistant Secretary is responsible for planning the audition days which take place in London and this is a very important element of the Assistant Secretary’s role.  It includes inviting applicants to audition, liaising with the official accompanists and contacting audition venues regarding audition arrangements.  The Assistant Secretary also takes Minutes in Trustee meetings, prepares papers required by the Trustees on audition days and supervises the smooth running of the audition day itself.

Once the auditions have ended, there is a considerable amount of administration to ensure the office database and other documentation is brought up-to-date. 

  1. Recital Scheme

The Assistant Secretary is responsible for creating the webpages for the artists chosen to take part in the Recital Scheme.

The Assistant Secretary is also responsible for liaising with the musical clubs and societies throughout the country who are members of the Recital Scheme.  This will involve dealing with frequent enquiries and bookings, and handling the invoices and receipts following each concert booked as part of the Recital Scheme.

  1. News Bulletins

The Assistant Secretary liaises with the Secretary over the preparation of monthly news bulletins posted on the website to keep the Trustees informed about past and present beneficiaries of the Trust. In addition, the Assistant Secretary is responsible for collating yearly progress reports from beneficiaries, and distributing these to the Trustees.

  1. Website Maintenance

The Assistant Secretary is responsible for helping to keep the website (WordPress) up-to-date.  The Assistant Secretary may also be responsible for engaging with social media such as Facebook.

  1. Bookkeeping

With the Secretary, the Assistant Secretary records the payments and receipts of the Trust on a monthly basis using Excel and checks the ledger balances against bank account details.

  1. General Office Administration

The Assistant Secretary is responsible for the taking of Minutes at meetings of the Trustees throughout the year and is also involved in routine office tasks such as ordering stationery, filing, etc.