Work Type: Fixed-term - Part-time
Salary: Salary not specified
Grade: Education Support - Level 1, Range 2
Occupation: Administration
Location: Melbourne - CBD and Inner Metro suburbs
Reference: 1520050
SC1 Demonstrated administrative experience in a school or similar environment.
SC2 Ability to maintain accurate records and manage data within computerised systems.
SC3 Experience coordinating staff schedules, timetables or program logistics
SC4 Demonstrated ability to prepare and reconcile timesheets or similar documentation
SC5 Demonstrated ability to prepare written communications and maintain documentation.
SC6 Highly developed organisational skills with strong attention to detail.
SC7 Effective communication skills and the ability to work collaboratively with teaching staff, contractors and external providers.
SC8 Capacity to manage competing priorities within a dynamic Music program environment.
The Education Support Officer - Music Administrator provides administrative support to the Music Department and works closely with the Joint Heads of Music to support the effective day-to-day operations of the music program. The role reports directly to the Business Manager as the manager of VCASS Education Support staff and will be required to also assist with afternoon duty twice a week, on the school¿s front office reception desk.
The role is responsible for maintaining accurate records, coordinating staff timetabling for Instrumental Music Teachers and specialists, supporting purchasing processes, and preparing timesheets in accordance with established school procedures.
In addition to these core administrative functions, the role provides broader coordination support across the Music Department including concert and performance administration, ensemble rehearsal planning support, assessment and audition administration, music resource management, and event coordination.
The Music Administrator supports the preparation of concert programs and planning documentation, coordinates administrative arrangements for performances, rehearsals and masterclasses, maintains key music program documentation and websites, and assists with the onboarding of instrumental staff.
The position operates under routine direction and established guidelines, with work subject to monitoring and review by the Joint Heads of Music and/or Business Manager.
Provide administrative support within the Music Department in accordance with school policies and procedures.
Provide administrative support to the Front Office team and assist with afternoon duty twice a week, on the school¿s front office reception desk.
Maintain effective filing systems (digital and hard copy) to ensure documentation is accessible, accurate and compliant.
Prepare routine correspondence, schedules and reports as required.
Respond to general enquiries from staff, students and families regarding music program logistics.
Support the coordination of departmental administrative processes to ensure efficient program delivery.
2. Timetabling & Staffing Administration
Assist with the onboarding of instrumental music staff.
Coordinate administrative documentation required for new instrumental staff engagements.
Coordinate and maintain timetables for Instrumental Music Teachers and other music specialists.
Provide administrative assistance to support instrumental staff in the delivery of the music program.
Update lesson schedules and related information within the school management system - Compass, liaising with Daily Org regarding timetable adjustments, scheduling matters and room allocations.
Maintain accurate records of instrumental staff hours worked to prepare and reconcile Instrumental Music Teachers¿ timesheets for approval by the Joint Heads of Music.
3. Music Resources & Ensemble Administration
Provide administrative support for large ensembles and instrumental programs.
Coordinate the procurement of sheet music, scores and instrumental parts as required.
Manage the scanning, filing, printing and distribution of music resources to staff and students.
Maintain organised digital and physical music libraries in accordance with departmental procedures.
Ensure music resources are accessible and appropriately managed for teaching and performance purposes.
4. Music Program Documentation & Digital Platforms
Maintain and update key music department documentation.
Assist with maintaining and updating the Music Office Handbook.
Maintain and update relevant information on student and instrumental staff websites.
Ensure documentation reflects current operational practices and program requirements.
5. Financial & Purchasing Processes
Coordinate purchasing processes in accordance with school financial procedures.
Prepare purchase requests and forward documentation to the Finance Team for processing.
Track orders relating to sheet music, equipment, instrument repairs and music resources.
Maintain records relating to departmental purchases and associated documentation.
6. Event & Performance Administration
Provide administrative support for concerts, performances, visiting artist programs and masterclasses and music department events.
Support the coordination of visiting artists and specialist providers, ensuring required documentation is collected in accordance with school processes.
Prepare planning documentation for performances and liaise with relevant staff regarding scheduling, rehearsal planning and logistical requirements.
Compile and prepare concert programs and associated documentation.
Assist with the coordination and scheduling of rehearsals for ensembles and major concerts, liaising with external musicians and visiting performers where required.
Support administrative arrangements for both internal performances and external events.
7. Assessment & Audition Administration
Provide administrative support for the Music Department¿s assessment and audition processes.
Assist with coordinating documentation and scheduling associated with twice-yearly student assessments.
Support the administration of student auditions and related communications.
Maintain records relating to assessment processes and student program participation.
Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.
The department is committed to diversity and inclusion and developing a workforce that is representative of the community we service. We value diversity and inclusion in all forms - culture, gender, religion, ethnicity, LGBTIQA+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department. The Department recognises that the provision of safe, respectful and inclusive workplaces is essential to high performance and promotes flexible work and diversity across all schools and Department workplaces. It is our policy to provide reasonable adjustments for staff with disability (see Workplace adjustment guidelines).
Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islander candidates from the Koorie Outcomes Division (KOD) via [email protected]
Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.
Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the department's exemplar available at:
https://www2.education.vic.gov.au/pal/child-safe-standards/policy
The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees, including those who work in Victorian Government Schools. Information on the department values is available at:
https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview
Previous experience in a music administrator role
Previous experience in a school setting
Work is carried out under routine direction and within established school procedures.
The position exercises judgement within defined administrative guidelines and processes.
Responsibilities relate primarily to the coordination and administration of music program operations.
Complex or non-routine matters are referred to the Joint Heads of Music and/or Business Manager.
The Victorian College of the Arts Secondary School (VCASS) provides a nationally and internationally recognised specialist program for the training of talented young dancers, musicians, theatre and visual artists. Students are encouraged to develop a passion for learning and a sense of respect for themselves and others. The school is committed to providing a safe and nurturing learning environment that recognises and caters for the different academic, artistic, cultural, health and pastoral needs of students.
Students entering the school come to understand that a serious study of music, dance, theatre and visual arts requires a thorough technical training which begins at an early age, daily classes and many hours of practice, the nurturing of creativity, specialist teaching by highly skilled and experienced staff and high quality performance and exhibition opportunities.
VCASS is a dynamic educational and operational environment. The primary campus is located in the Melbourne Arts Precinct at Southbank and, in addition, the school utilises facilities at the National Institute of Dramatic Art (NIDA) and provides academic instruction for the Australian Ballet School.
VCASS runs under a unique model and is operational over extended hours, with regular classes in some areas scheduled between 8am- 5.30pm Monday -Friday and some staff have adjusted work schedules as a result.
The performance and event schedule is significant, both in number of activities and the depth of the production quality, In working at VCASS, you will experience;
VCASS welcomes applications from people who are positive and enthusiastic that thrive on contributing to the education of an exceptional group of young people. We encourage anyone interested in working with our school to spend time reading information on our website to understand our unique school environment. www.vcass.vic.edu.au