Music Administrator

The health, safety and well-being of young people are of paramount importance to all the adults who work at Rugby School Thailand. Children have the right to protection, regardless of age, gender, race, culture, sexual orientation, or disability. They have a right to be safe in our school. Members of staff in the school have a legal and moral obligation to safeguard and promote the welfare of the pupils, taking all reasonable steps to protect them from harm whether from physical injury, abuse, neglect, emotional harm or from anything that interferes with their general development.

Qualifications, Identification, Health and Background Checks

Please note that you will be required to bring documentation to interview providing proof of your identity and qualifications. You many also be required, within the final appointment process, to undergo a health check and relevant background checks (e.g. Enhanced disclosure with the Disclosure and Barring Service (DBS) in the UK and a local police certificate) as part of the school’s recruitment and safeguarding procedures.

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Purpose of the Role

Role Title: Music Administrator

Department: Music Department (Pre-Prep, Prep & Senior)

Role Purpose: To oversee and execute all operational, logistical, and administrative functions of the Music Department. This role relieves the Heads of Music of non-pedagogical burdens, allowing them to focus on strategic leadership, curriculum, teaching, and ensemble directing, while serving as a proactive, welcoming face for the department.

The role requires working closely with Instrumental Music Teachers (IMTs), RST academic music staff from all sections of the School and the RST Finance department, as well as liaising with relevant parents.

Responsible to: Heads of Music

Managed by: Whole School Coordinator of Music

Roles and Responsibilities of the Music Administrator

1. Instrumental Music Teacher (IMT) Liaison & Timetabling

• Master Schedule Management: Timetable individual instrumental and vocal lessons across Prep and Senior schools, ensuring D Block to XX students (Y11 to 13) do not miss core academic lessons. Liaise with Prep and Senior to rotate lessons for other year groups in order to minimise missed academic time.
• Timetable Adjustments & Conflict Resolution: Track School calendars (trips, sports fixtures, Duke of Edinburgh, rehearsals, exams etc.) to proactively adjust schedules and resolve clashes. Monitor IMT lesson attendance, track student absences, and arrange make-up lessons where necessary. Liaise with IMTs about changes to their teaching requirements.
• Technology Administrative Support: Provide the primary point of contact for IMT queries, assisting with administrative needs and directing pedagogical/music-specific issues to the relevant Head of Music. Compile termly records of lessons given for payroll approval and collect/assemble student reports for publication.
• Onboarding & Safeguarding: Coordinate HR and administrative processes for hiring new Instrumental Teachers, including CV collation, interview scheduling, School tours and facilitating required safeguarding training. Support the Music Departments in the sourcing of new IMTs as required. Support HR with the induction of new IMTs to the School.
• Oversee the IMT registers of attendance and lesson reports.
• Concerts and Performances assisting the Heads of Music in arranging IMTs to perform and support School music events.

2. Instrumental Music Programme & Equipment Management

• Instrument Hire & Distribution: Administer the student instrument hire process. Issue, track, and process agreements, register assigned RST instruments, manage reassignment or retrieval upon student departure, and coordinate billing with Finance.
• Inventory Control & Registers: Maintain a centralised, up-to-date digital register of all School-owned instruments and physical assets, ensuring visibility for all music staff.
• Maintenance & Servicing: Lead the regular inspection of School-owned instruments. Schedule routine servicing, emergency repairs with external vendors, and coordinate regular piano tuning across Pre-Prep, Prep, Senior, and boarding houses.
• Consumables & Billing: Order, catalogue, and maintain inventory levels for music consumables (e.g., reeds, strings, rosin, valve oil, drumsticks). Track distribution accurately to enable correct billing to parents via Finance.
• Pre-Prep & Transition Support: Manage registration for the Pre-Prep instrumental programme and support the seamless transition of instrumental students moving from Year 2 into Year 3.

3. Concert, Recital & Event Logistics

• Venue & Operations Setup: Submit venue bookings (e.g., Veraphan Theatre, Teepsuwan Theatre, Webb Ellis Centre); coordinate with Support Services and Facilities for stage equipment, instrument moves, chairs, and risers.
• Technical & Creative Support: Book IT/AV technical personnel and event photographers. Prepare event slide presentations (embedding audio backing tracks/visuals) and manage audio/instrument prep for trial days, workshops and ensembles (including Piccolini Strings).
• Event Administration: Manage registration forms (Google Forms/QR codes) and track Expressions of Interest (EOI). Design, format, and print promotional posters, concert programmes, performer name labels, and completion certificates. Coordinate SOCS registers for events and lunchtime activities.
• Showcase & Event Assistance: Assist with organising Prep Recitals, Pre-Prep Studio Showcases (Terms 1 & 2), Performing Arts Concerts (Term 3), and Speech Day performances.

4. Financial & System Administration

• Fees & Billing: Liaise with the Finance department to oversee lesson fees, verify billing data, reconcile payment disputes, and contact parents regarding outstanding accounts.
• Prepare and submit PRs to Finance over the purchasing of musical consumables, e.g. reeds and strings
• Prepare and submit PRs to Finance regarding instrumental music examination fees.
• Budget Tracking: Handle purchase orders and track department budget balances, providing regular status updates to the Heads of Music.
• School Systems Integration: Maintain accurate and up-to-date information across School management systems (iSAMS, SOCS), updating ensemble rolls, performer lists, and lesson schedules.

5. Departmental Operations, Facilities & Communications

• First Point of Contact: Present a warm, professional, and welcoming presence in the PAC Office (Mondays/Fridays) and Prep Music Office (Tuesdays, Wednesdays, Thursdays). Field parent and visitor inquiries regarding scheduling and fees while protecting the Heads of Music's time.
• Standardised Communications: Draft and schedule weekly newsletter announcements, notices, and parent communications. Create and maintain a centralised digital library of standardised templates for recitals, missing instruments, and lesson updates.
• Facilities & Environment Checks: Perform regular weekly checks of practice rooms, rehearsal spaces, and instrument storage areas in Prep and Senior. Ensure spaces are clean, tidy, properly furnished, and that equipment (including air conditioning) is fully operational, logging issues with maintenance when required.
• Library Management: Purchase, catalogue, upload, and distribute digital and physical sheet music for students and ensembles.

6. Reports and Communication with Parents

• Co-ordinate the writing of students’ instrumental reports by IMTs and add to iSAMS.
• Co-ordinate the Parent meetings with the IMTs online using School Cloud, at the end of Term 2. Set up face-to-face parent meetings when required.
• Act as the School’s initial point of contact for parents seeking to discuss their child’s music lessons.
• Proof-read and amend IMT reports before sending to Heads of Music
• Submit the proof-read reports to iSAMS

7. Desired Attributes & Working Conditions

• Proactive Approach: Demonstrate initiative by pre-empting potential operational problems rather than reacting after they occur.
• Diplomatic & Interpersonal Skills: Act as an effective, tactful bridge between music staff, parents, facilities crew, IT, and external vendors with professionalism and composure.
• Attention to Detail: Combine high-level organisational planning with flawless execution of micro-details (e.g., programme proofreading, seating charts, accurate logging).
• Appreciation for Music Education: Understand the rhythm of the academic year and the unique pressures students and teachers face during exam periods, auditions, and high-stakes performances.
• Working hours: The position operates on standard term-time hours (including all INSET days) and including 2 days preceding each term and an additional 2 days after each term has ended.

General School Responsibilities

Appraisal and Professional Development

• Participate in the staff appraisal and professional development programme as required
• Undertake such training as may be reasonably required by the School to adapt to the changing requirements of the School or as may be necessary to fulfil the School's statutory or regulatory obligations;
• Undertake mandated job-related training as required by the School;
• Actively cultivate professional relationships in Thailand and the region.

Additional professional responsibilities

• Fulfil wider professional responsibilities by making a positive contribution to the wider life and ethos of the School.
• Behave as a positive role model and ambassador.
• Attend assemblies, performances and other School events as required.

Other Responsibilities

• Take responsibility for promoting and safeguarding the welfare of children and young people within the School.

• Uphold and promote all aspects of the Child Protection and Safeguarding policies.

• Act on aspects of student welfare and safeguarding raising any concerns by following the School’s protocol/procedures.

• Act in accordance with Rugby School Thailand's equality policy, maintaining a fair and consistent manner in all actions.

• Undertake such other reasonable duties from time to time as the School may reasonably require.