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Schools Administrator

Salary: £23,080

Position: Permanent, Full time or 0.8

Hours: 37.5 hours per week

Role Overview

West Sussex Music is a Music Education Hub which delivers music opportunities to children and young people in West Sussex.  Partly funded by the Arts Council, this includes a wide range of music programmes and whole class  teaching offered to over 280 schools.  Based in Horsham, we are looking for an enthusiastic, customer-driven Schools Administrator to join our schools’ team, starting as soon as possible.


  • Support the schools’ team managers
  • Administer our ‘Offers to Schools’ music programmes across the academic calendar
  • Be a confident, helpful and friendly relationship point of contact for our school customers and our teaching staff
  • Maintain good communication and develop excellent working relationships with schools, teachers, the instrument store, finance team, Hub partners and outside agencies
  • Mantain critical relationships with key school contacts, such as Heads of Music, Head Teachers etc
  • Administer allocation of programmes to schools, including teacher and school communications and instrument allocation
  • Administer teaching schedules
  • Collect customer data through the schools’ programmes to support the Music Hub’s Arts Council submissions
  • Maintain accurate school data
  • Administer Service Level Agreements with schools
  • Raise invoices to schools
  • Respond to queries by email and telephone in a timely and professional manner
  • Work with a range of IT software/systems used within the administration team including our database “SpeedAdmin”, MS Office (Word, Excel, SharePoint and Outlook)
  • Work within company procedures, policies and professional codes of conduct

The successful candidate will have experience of

  • Working in a busy office environment
  • Working collaboratively with colleagues and managers
  • Working to challenging timelines
  • Prioritising work tasks and managing own workload
  • Dealing with customer calls and emails
  • Dealing with concerns and confidently handling queries
  • Working with customer databases, using reports/lookups and the Office 365 suite of programmes. MS Excel skills are essential.

…and will demonstrate

  • Excellent communication and interpersonal skills, delivering high quality, helpful support and service to all our colleagues and customers
  • A passion for music and music education
  • Versatility and flexibility within the team, is happy to get involved and delivers excellent customer service
  • First rate IT skills for operating a wide range of ICT software including the use of and updating our database system “SpeedAdmin”, word processing, spreadsheets and the ability to investigate and troubleshoot system related problems and provide solutions
  • Excellent literacy and numeracy skills in order to understand financial invoices and other documents
  • Ability to present information clearly, concisely, accurately and in ways that promote understanding
  • Confidence and care in dealing with colleagues and customers
  • Open, approachable and happy to talk to people
  • Excellent time management and project management experience
  • Accuracy and a good eye for detail
  • Self-motivation and the ability to use initiative


  • Knowledge of schools and education
  • Knowledge of music-making and ensembles
  • Knowledge of musical instruments



This post is subject to enhanced DBS clearance.

To apply, please send your CV and covering letter to

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