Dear Applicant,
Thank you for you interest in Drake Music Scotland’s post of Administrator.
Please find the Job Description and Person Specification attached below and the Equal
Opportunties Monitoring form is available to download from the website.
To apply, please email your CV, covering letter (no longer than 2 sides) and completed Equal
Opportunities Monitoring Form to [email protected] in PDF format for CVs
and covering letters would be preferred.
Your covering letter should be no more than two sides of A4 explaining the reasons for your
interest in the post and how you meet the person specification. Please include information about
where you saw the position advertised.
Your application should reach us no later than Monday 17th August 2015. Interviews will be held in
the week beginning 24th August 2015.
If you need any more information please don’t hesitate to get in touch and we look forward to
receiving your applicaition.
Kind regards,
Emma Lines
Programme Manager
Drake Music Scotland
JOB DESCRIPTION
Terms & Conditions
Job Title:
Administrator
Hours:
35 hours per week (full time)
Salary:
£20,000
Holiday Allowance:
25 days plus public holidays
Duration:
Permanent after 3 month probationary period
Pension:
Pension scheme available after first year of employment
Line Manager:
Programme Manager
All other terms & conditions are as per Terms & Conditions laid out in Staff Handbook.
Drake Music Scotland Aims and Objectives
Drake Music Scotland was established in 1997 with the principle aim of creating opportunities for people
with disabilities of all ages to have access to music making using music technology and other
methodologies as appropriate. We believe that those with disabilities and other support needs should have
access to expertise and resources to enable them to play, learn, compose and perform music, develop their
skills and work towards achieving their musical ambitions. We aim for:

Attainment of best practice and highest quality in all aspects of our work

A high standard of music education and learning, artistic creativity and practical skills through a
wide ranging artistic programme

Support for each participant to achieve the greatest degree of independence in their playing and to
attain their musical aspirations

A national role through key partnerships with a variety of agencies in Scotland, and an impact in
our field within and beyond Scotland
Key Aims of the Post
To coordinate office and administrative systems and take responsibility for the smooth day to day running
of the organisation.
To coordinate Drake Music Scotland’s MusicSPACE Sessions.
To work as an integral member of the Drake Music Scotland core team, working closely with the Programme
Manager.
To be the organisation’s first point of contact for stakeholders and the public.
AREAS OF RESPONSIBILITY
The following gives an indication of the duties and responsibilities that the post will involve. The exact nature
of these duties and responsibilities may vary and the post holder will be expected to work flexibly and carry
out any work that is reasonably required as part of the post.
1.
Work closely with other members of the DMS team to carry out administrative tasks and assist the
running of projects as directed by the Programme Manager; schedule project activities and attend
relevant meetings and events; provide administrative support for projects; compile and issue
documentation to partners and clients.
2.
Be the first point of contact for the organisation, maintaining a high standard of service and
communication with our participants, partners and the public including face to face contact with
participants attending activities. Deal with telephone and email enquiries, log requests for input
and refer on to relevant members of the team; receive and distribute post and liaise with front
desk staff at SPACE on all relevant matters.
3.
Maintain financial records in both hard and electronic form including a log of all incoming and
outgoing payments, ensuring the book-keeper receives all relevant financial information and
financial systems are adhered to; handle any cash payments; deal with staff expenses. Work with
the Programme Manager to maintain project budgets and update other team members as
required.
4.
Coordinate Drake Music Scotland’s MusicSPACE one-to-one and band sessions. Liaising with
freelance Associate Musicians, participants and care teams the Administrator will coordinate and
contract the sessions and be prepared to receive and take account of confidential information
including medical information.
5.
Maintain database of contacts, activities and the office diary, collect and input new information;
contribute to recording/filing of information as requested including statistical and other relevant
information for project documentation and evaluation purposes and circulate reports.
6.
Liaise with Drake Music Scotland’s Associate Musicians, other artists and volunteers assigned to
projects, issue service agreements including details of schedules of work and payments and ensure
that all relevant paperwork including musicians’ reports and invoices are received as per the agreed
schedules.
7.
Assist at various events, conferences and public performances and undertake any other reasonable
duties at the discretion of the Programme Manager.
8.
Arrange and book travel arrangements and order office supplies as necessary.
GENERAL ISSUES
The postholder will be expected to:

Work as a key member of the team and contribute positively to the ongoing programme and new
developments

Promote the activities, products and values of Drake Music Scotland

Be responsible for their own programme of work and liaise with project personnel in forward
planning and scheduling

Be prepared to work independently in the office on their own from time to time, sometimes later
than normal office hours, open and close the DMS office and studio and operate alarm system

Be prepared to undertake professional development activities and attend training events to build
their skills relating to the job as outlined

Be prepared to receive sensitive information regarding clients or team members, and in that event
to ensure confidentiality is respected and observed and to communicate this information only to
designated personnel

Be prepared to undergo personal checks through Disclosure Scotland

Undertake all activities in compliance with Drake Music Scotland’s policies and procedures
PERSON SPECIFICATION
ESSENTIAL
Qualifications
Educated to Degree level or have equivalent experience.
Skills and Experience

Proven administration skills and experience of coordinating office systems

Excellent organisational skills with highly developed attention to detail and high levels of accuracy

Ability to deal effectively and efficiently with multiple workload demands and prioritise tasks
appropriately and to plan and organise own programme of work

Excellent communication and interpersonal skills, including a helpful and confident manner with
initiative to handle enquiries appropriately

Excellent IT skills with knowledge of different office software including word processing, databases and
spreadsheets (DMS use Mac based systems and Microsoft Office software)

Ability to remain calm and effective in a busy and often demanding work environment

The ability to communicate with our diverse stakeholders, especially participants and their parents or
support workers

A positive and creative attitude towards problem-solving and able to work on own initiative

Ability to work as part of a team and an understanding of team-working principles

Commitment to equal opportunities and an awareness of disability issues
DESIRABLE
Skills and Experience

2 years experience working in an administration role

Knowledge of IT hardware and software

Experience of working in the Charity/Arts sector

Marketing experience with a knowledge of e-marketing and online communication and networks

Experience of financial record keeping and cash handling

UK Driving licence and access to own transport