Graduate Music Administrator – part time

  • Job title: Graduate Music Administrator - part time
  • Job Type: part-time (2 days per week), term time only
  • Salary: 16 hours a week at £11.80 per hour
  • Department: Music
  • Reporting to: Music Department Manager
  • Location: Highgate, North London
  • Start: 1 September 2023
  • Closing Date: 31 July 2023 at 5:00 pm
Apply here

Have you recently graduated and are looking to use your musical and administrative skills in an award-winning school? We are excited to appoint a Graduate Music Administrator who will be key to the smooth-running of an established and thriving department.

The role offers the chance to work within a dedicated team towards the administration of one-to-one lessons, our impressive concert series, trips and examination sessions. We are looking for someone with strong communication and organisational skills, who is passionate about music and its place in education.

  • Fixed term 1 year contract, part-time (16 hours per week), term time only.
  • Hours flexible depending on the needs of the department to be agreed with the Music Department Manager and the Director of Music

The Department

The Music department’s strong central ethos is that everyone is capable of being a musician. Teachers aim to provide an aspirational, creative and inclusive musical environment. All pupils study Music in Years 7 to 9, following a varied spiral curriculum that focuses on creativity and collaboration across all skill areas. High quality teaching materials are produced and shared within the department, although teachers are encouraged to shape their lessons to cater for each class and their own musical interests. 25-30 pupils take Edexcel GCSE Music each year. In 2022, 96% of pupils achieved 9-7 grades, with 50% achieving a grade 9. There are currently 16 pupils studying AQA A Level Music. Here, pupils receive a grounding in the western classical tradition while also studying music for media in Year 12. In Year 13 pupils have the option to extend their western classical study into the 20th century, or to embark on an in-depth study of popular music. Pupils have specialist composition lessons and regular performance workshops. Last year, 50% of candidates received an A*, with 88% A*-A. Several pupils go on to read Music at university or music college every year and pupils regularly make successful Oxbridge applications, including Choral or Organ scholarships.

The department is led by the Director of Music who, working closely with the Head of Academic Music and Choral Music, oversees all aspects of the department’s musical provision. The Director of Music leads the co-curricular and music performance across Highgate’s Pre-Prep, Junior and Senior Schools, overseeing the Heads of Sections (Head of Woodwind & Percussion, Head of Brass, Head of Vocal Studies, Head of Strings and Head of Keyboard), and around fifty Visiting Music Teachers. The Head of Academic Music leads a team of 6 teachers in the Senior School, who deliver the academic curriculum to all pupils from Year 7 to Year 13.

There are four music teaching classrooms, one Mac suite (complete with Logic, Sibelius and a recording booth), an auditorium and recital room for rehearsals and concerts, practice rooms for individual music lessons and a departmental office. Choirs regularly rehearse and perform in the School Chapel.



Job Description


General Administration Tasks 

  • Being a first point of call for internal enquiries, liaising with pupils, VMTs, parents and colleagues to ensure the smooth running of the department and continued good relations with all parties.
  • Maintaining and updating Music Department on and offline filing systems, e.g. academic results, ABRSM exam results
  • Assist the Music Department Manager and Director of Music in the maintenance and general upkeep of the department and resources.
  • Assist the Music Department Manager in day-to-day management and parental contact of the Instrumental Scheme
  • Provide support to the Music Department Manager and Director of Music in completing routine administrative tasks.
  • To complete purchase orders as per the department’s needs, as decided by the Music Department Manager and Director of Music

Visiting Music Teachers 

  • Assisting with VMT staff queries and troubleshoot any issues that arise.
  • Being proactive in requiring VMTs adhere to departmental policies and systems.
  • Assisting the Music Department Manager with applications for individual lessons and awards.
  • Keeping the instrumental lessons waiting list up to date
  • Communicating regularly with VMTs and assisting with room bookings where needed.


  • Being present at evening (and occasional weekend) concerts and other events both on and off school property as requested by the Director of Music to assist with administration, ticketing, catering, distribution of programmes, ushering the audience and similar duties. Where the post holder is required to attend concerts; hours will become flexible to allow for this.
  • Assisting with rehearsal schedules for major events
  • Where needed, helping prepare concert equipment or set up for performances and events.
  • Proofreading any programmes or materials for music events and information

ABRSM & Trinity Examination Board visits

  • Provide stewarding.
  • Collect, collate, and distribute results
  • Prepare entry information, paperwork and signage as required in support of exam visits.
  • Assisting the examiner and accompanist with any requests on the day
Person Specification
  • Criteria
  • How will these be tested or verified?
  • Knowledge/Skills
  • Essential:
    • An excellent standard of written and spoken English and attentive to detail.
    • A high level of computer literacy, working with Microsoft Office.  Proficient and accurate in word processing, spreadsheet programs, and Publisher.
    • The ability to learn new systems (SIMS).
    • Ability to work independently and as part of a team.
    • Problem solving skills and the ability to prioritise tasks and show initiative in dealing with day-to-day situations.
    • Ability to remain diplomatic and composed under pressure.
    • The ability to maintain in strictest confidence any information received concerning School matters.

  • Personal Attributes
  • Essential:

    • Patience, flexibility and a sense of humour.
    • Well-organised with the ability to work effectively and flexibly in a team environment.
    • Excellent interpersonal skills – cheerful and able to communicate with pupils, parents, staff and members of the public in a friendly but professional manner.



This role will not normally involve unsupervised contact with pupils; however in the context of his/her employment the member of staff will frequently be in the presence of children and will therefore have to have appropriate levels of training in child protection.


The terms and conditions below do not form part of a contract and are for information only. Should you be offered and accept employment with Highgate School you will receive a contract setting out in full your terms and conditions. All offers of employment are subject to the receipt of references satisfactory to us, proof of eligibility to work in the UK and DBS checks.

Hours of Work

16 hrs per week term time only 37 weeks

Probationary Period

This appointment will be subject to the completion of a probationary period of six months to the satisfaction of the Governors.

Lunch Period

The lunch break is unpaid and does not form part of your working hours.  A complimentary lunch is available when the Dining Hall is in operation.


Academic holidays as they occur during the duration of the contract. The salary for this role includes an element of holiday pay in respect of statutory annual holiday.

Pension The School currently offers participation in the Pension Trust’s Independent Schools’ Pension Scheme (“the Pension Scheme”). The School will be offering membership of the APTIS Pension Scheme from 1 December 2022.

Leisure Facilities

Subject always to the needs of pupils and School’s operations, staff are offered free access at stipulated times to the School’s sports facilities.


The need for absolute confidentiality and discretion, both within Highgate and the wider community, must be understood.

Dress Code

Teachers and support staff are expected to set an example to pupils and should dress appropriately at all times.


Smoking, including vaping, is not allowed on or immediately outside any School premises (the footprint of the buildings and the grounds) or in areas where smoking might be seen by parents or pupils during working hours.

Health and Safety

Highgate takes its obligations under the Health & Safety at Work Act seriously and the postholder will be required to comply with all aspects of Highgate’s Health and Safety Policy, particularly in relation to safe working practices.  All staff must keep up to date with Highgate’s Health and Safety Policies which are regularly updated and posted on the Staff Intranet.

Equality, Diversity and Inclusion

Highgate is strongly committed to inclusion and is an equal opportunities employer. We aim to create a welcoming, respectful and safe environment for all members of our community, from every ethnicity, gender, sexual orientation, age, ability/disability, religion and background.  We know that more diverse teams are stronger teams, and that the more inclusive we are, the more our staff and pupils will feel a sense of belonging and will thrive. To enable us to make any reasonable adjustments, please let us know what you would require when you submit your application.

Data Protection

Highgate staff are expected to adhere to the Data Protection legislation at all times. Our Privacy Notice is available on the recruitment portal

Working at Highgate

A culture of community, kindness and belonging

Highgate is a caring, open-minded community, where we promote kindness, empathy and friendship. Everyone who works and studies with us deserves to feel they are part of a welcoming environment that enables them to be themselves and to thrive as individuals.

Our community extends beyond the school, through partnerships, charity work and our commitment to equality, inclusion and sustainability. All members of our school community are encouraged to look outwards and play an active role.

In a recent ISI inspection (Dec 2021), it was noted that “Pupils show exceptional respect for, and appreciate diversity within the school and wider community, and their own and other cultures, demonstrating sensitivity and tolerance to those from different backgrounds and traditions.”

Staff wellbeing

Highgate is committed to staff wellbeing, which we promote by encouraging a strong work-life balance; trying our best to support flexible working requests; providing a nutritious complimentary lunch in the dining hall; and offering access to sporting facilities including our recently renovated swimming pool.

The Staff Wellbeing Committee, with representatives across the School, meets regularly to drive forward initiatives, and a selection of staff have been trained as Mental-Health First Aiders.

We encourage an open culture throughout our school, with regular staff surveys, action committees and opportunities to feedback. We strive for continual learning and improvement, and staff training and development is paramount. There are opportunities to participate in the wider life of our school, such as taking part in trips or societies and getting involved in partnership projects.

More details about working at Highgate can be found here:

Work with us    Aims + Ethos

Charitable work and sustainability

As an independent school, we want to use our position as a charity effectively: to make high-quality education accessible to as many children as possible – through our bursary programme at Highgate and through our work with local state schools. We have partnerships with over 60 state schools across 7 London boroughs, and we are the principal educational sponsor for London Academy of Excellence, Tottenham – an academically-selective state sixth form in a community where such opportunities are lacking.

Alongside this, our staff and pupils undertake charitable activities throughout the year. These range from staff giving up their time to neighbourhood schools and charitable organisations, focused fundraising campaigns, to pupils undertaking community work in the local area or further afield.

As a school, we have a central role to play in educating our pupils, staff and parents about the importance of environmental sustainability. We are taking positive action to adapt our operational performance to tackle the negative effects of climate change. We encourage all our staff to reflect upon their personal and professional practices, to support our environmental agenda and to make positive changes wherever possible.

Application procedure

  • Closing Date: 31st July 2023
  • Timing of interviews: w/c 12th June, 2023

Contact:  Recruitment Team are happy to answer any questions about this post.

Early Application: Applications will be considered ‘as and when’ received and we may close the vacancy if we appoint before the closing date.

Apply here


We know that more diverse teams are stronger teams, and that the more inclusive we are, the more our staff and pupils will feel a sense of belonging and will thrive. To enable us to make reasonable adjustments, please let us know of any disabilities (including neuro-divergence) when you submit your application.


As this role will have regular unsupervised contact with children you must, if appointed, comply with Highgate’s Safeguarding Policy and Staff Code of Conduct. If in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety and welfare of our pupils, these concerns must be reported immediately in accordance with the Safeguarding Policy.  If whilst in the post, Highgate becomes aware of any safeguarding concerns to staff, pupils or the community; these will need to be followed up in line with the safeguarding policy and code of conduct which is underpinned by KCSE and other legislation. These concerns may need to be shared with other agencies.  A copy of these policies will accompany all offers of employment. Training will also be provided to all staff to support Safeguarding practice.

Please read before you apply

Highgate is committed to the safeguarding and welfare of children and applicants must be willing to undergo child protection screening appropriate to this post, including checks with past employers, the Disclosure and Barring Service and overseas police check if necessary. Candidates from overseas must provide information about their past conduct, for example, by providing documents issued by overseas teaching authorities.

Please note that this role is ‘exempt’ from the Rehabilitation of Offenders Act 1974 and therefore, you are required to declare any convictions, cautions, reprimands and final warnings that are not ‘protected’ (i.e. filtered out) as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013). Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview.

In accordance with the latest guidance from KCSIE, we shall be conducting online searches on any candidates who are shortlisted.

Apply here