Music Department Manager

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Job Reference westminsch/TP/141/332

Job Introduction

Required for: November or December 2026

Location: Dean’s Yard, Westminster School

Contract: Full-time (term-time only + 16 days), permanent

Hours of work: 09:00 – 17:00, Monday to Friday though flexibility to these hours could be considered

Salary: £39,005.26 (actual) equating to a full-time equivalent of £46,356 per annum

Benefits of working at Westminster include:

Generous School pension scheme
Free access to the School’s leisure facilities, including a fitness gym (restricted hours)
Cycle to Work Scheme and season ticket loans following completion of our standard probation period
Private medical insurance (opt in)
Professional development opportunities

Free school meals are also available when on-site during working hours for the role.

The deadline for applications is 09:00 on Monday 12th October 2026. Interviews will take place in-person the same week.

Westminster School is seeking an organised and responsible Music Department Manager to oversee the smooth running of the administration for the Music Department.

The role will be responsible for organising the events diary for the Music Department, as well as providing administrative support to the Director of Music. They will also organise and implement the termly teaching calendars of all music classes. Excellent organisation and administrative skills are therefore essential.

The role will also line manage the Music Secretary and Music Coordinator, providing them with supportive and effective leadership.

Reporting to the Director of Music, the role responsibilities are as follows:

General

Assist with smooth running of the Music Department in and around the Manoukian Music Centre (MMC)
Provide administrative support to the Director of Music (DoM)
Coordinate Almanack entries for the Department
Lead on the administration of Music Department activity, including ensembles, instrumental lessons, concerts, events, workshops, auditions, ABRSM exams, ensuring effective project management and delivery to agreed timelines
Act as the Department’s first point of contact for VMTs, parents, wider school staff and visitors,
Maintain an events diary and support event planning through liaison with the necessary departments in the school (Porters, Security, Catering, Reprographics etc.).
Oversee MMC room booking system
Liaise with the Works Department for upkeep of Music Department building
Attend weekly Departmental Meetings
Book piano accompanists as required for department events

Line Management

Line manage the Music Secretary and the Music Coordinator, including:
Set tasks, oversee/support colleagues’ professional development, including annual appraisal
Recruit, train, and support team members as needed

Instrumental Lessons

Organise and implement the termly teaching calendars of classes and events, ensuring that rooms, equipment/instruments are all booked and that students and teaching staff are provided with timely and relevant information
Liaise with Heads of Section over pupil allocation to VMTs and to ensure music database is updated
Inform VMTs, parents and pupils of instrumental lesson allocations
Process queries regarding individual music lessons, including requests to start/stop lessons
Communicate with wider school staff to deal with problems/clashes in relation to music lessons as they occur

Visiting Music Teachers (VMTs) & Employed Visting Music Teachers (eVMTs)

Day to day liaison with large team of VMTs (40+) ensuring adherence to departmental policies and systems
Liaise with HR Department on DBS checking and facilities agreements/contracts for staff
Liaise with Under Master on INSET training for VMTs
Keep Music Department online systems updated
Liaise with DoM and Accounts Department on termly hours for VMTs
Prepare payroll for employed eVMTs for ensembles and advise the Payroll Administrator of salary payments to be made to eVMTs.
Process end of term ‘extras’ account sheets for VMTs, processing pay claims within set deadlines, liaising with Accounts/Payroll regarding any follow up matters.
Oversee the VMT report systems and Parents’ evenings
Keep record of correspondence from prospective VMTs, replying on behalf of Director of Music

Music Award Holders

Administration of annual Music Award process including managing communications and coordinating pre-audition meetings for 13+ and 16+ Music Awards
Oversee the application process
Organise Music Awards Auditions process and timetable, liaising internally on scheduling
Arrange informal visits for prospective award holders
Ensure that scholars and exhibitioners do not exceed their entitlement for free lessons
Liaise with Pupil Billing regarding the payment of instrumental lessons fees for Music Award holders. Involves maintaining records of instrumental lessons taught and advising Billing on a termly basis of tuition fees to be billed to parents.

Concerts/Events

Oversee administrative planning for concerts, events, masterclasses, workshops, the Prep School Day, including scheduling, programming, booking rooms, completing events sheets and ensuring correct set-up
Liaise internally on suitable dates with Almanack
Maintain overall knowledge of events calendar; including operational implications, and attend appropriate meetings where necessary.
Organise logistics for large scale concerts e.g. Royal Festival Hall, Barbican, Smith Square Hall, Pizza Express Live, Adrian Boult Memorial, Westminster Abbey etc.
Manage liaison with external venues/companies for school related concerts/events
Source, negotiate, contract and communicate with external venues and suppliers including instrument hire, staging, catering providers, negotiating contracts to ensure cost-effective arrangements and favourable terms
Create and communicate comprehensive and up-to-date event schedules for staff
Ensure staff are briefed in advance and tasks and roles properly defined
Ensure all H&S documents are received prior to events and that risk is monitored during events.
Carry out post-event analysis and communicate and embed recommendations in policies/procedures.
Oversee performer-licencing arrangements, ensuring relevant licences are submitted ahead of performances including Body of Persons Exemption or Child Licences.
Process concert fee payments for extra professional musicians.
Attend large-scale events, as agreed in advance, often in capacity of Front of House
Ensure all activities are accessible, inclusive, and tailored to participant needs.
Oversee ticketing arrangements, either the internal ticketing system, or using online platforms for external concerts.
For high-profile concert interval receptions, prepare the VIP guest list, oversee invitations, communications, RSVPs, ticket allocation, catering quotes and seating plans
Ensure all programmes and publicity is prepared, approved and distributed on time within branding guidelines
Administrate on-site operations for concerts and events ensuring smooth setup, pupil management and event delivery
Represent the School as a member of the Music Department, and maintain positive relationships with external venue staff, transport staff, instrument hire companies, agents, and artists
Troubleshoot effectively under pressure, using sound judgement to resolve operational or logistical issues quickly and calmly.
Work closely with Sound and Event Technician

Budgets

Assist with budget forecasting
Ensure all invoices are processed and approved for payment by Accounts, in a timely manner
For external concerts, manage project budgets, tracking income, expenditure and venue and ticket settlements for financial accountability.
Monitor/update accounts and annual budget, alerting DoM of any potential overspend
Oversee concert and event budgets, tracking income and expenditure for financial accountability

Orchestra & Choir Tours

Oversee administration of departmental tours, excursions or external engagements
Plan and coordinate for the international Choir or Orchestra tour (alternates yearly)
Organise sign-ups with parents
Coordinate travel logistics for pupils
Oversee expedition form and briefing letter
Liaise with tour agents to develop tour itineraries, travel arrangements, passenger lists, dietary information and rooming lists
Ensure practical arrangements for the concerts e.g. instruments and stage plans
Obtain information for and liaise with agent for ATA carnet applications
Book and liaise with haulage companies for EU instrument transportation
Oversee tour budget, and final reconciliation and invoicing
Liaise with Billing to ensure pupils are recharged for tour costs

Instrument / equipment upkeep and procurement

Hire or purchase instruments or equipment when required
Process any relevant invoices for purchases, instrument hire or repair
Engage specialist services where appropriate e.g. harpsichord and piano tuners

Other

Support the wider school team by compiling data and statistics for the Governing Body report.
Maintain and update databases related to student enrolment, logistics, and administrative records.
Arrange, attend, and support department meetings as required
Attend other such meetings as required, including the Event and Operations committee
Fire Marshall for Music Department
Streamline systems and processes and continue to develop and grow the department’s efficiency

This Job Description is not exhaustive and the Music Department Manager may from time to time be asked to take on additional tasks that are suitable to the role.

Hours of work

9.00am to 5.00pm, though flexibility to these hours could be considered. The Music Department Manager is employed Monday to Friday term-time only, with an additional 16 days per annum* to be worked during the school holiday, as agreed with the Director of Music, including the working week before the start of the Play Term and the working week after the end of the Election Term.

*These 16 days can be worked remotely

Ideally, we would like the successful candidate to start on Monday 2 November 2026 (subject to pre-employment checks and references), though a start date in December would be considered. The nature of a busy Music Department means that the post holder will be required from time to time to attend events/engagements outside of normal working hours, sometimes in the evening, most likely in the capacity of front of house, in return for time in lieu as agreed in advance with the Director of Music (with the exception of three external professional concerts and the Adrian Boult Memorial Concert which form part of the core hours and are reflected in the salary).

The post is subject to a six-month probationary period.

Equal Opportunities We are an equal opportunities employer. We therefore encourage candidates to apply irrespective of age, disability, marriage or civil partnership status, pregnancy or maternity, race, religion and belief, gender identity, sex or sexual orientation.

Safeguarding and Child Protection
Westminster School is committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.

Working at Westminster

Westminster School is a busy, purposeful and vibrant place to be and an excellent workplace. The community is made up of around 750 pupils, 120 teaching staff and 108 support staff.

Our staff are friendly and welcoming, and all newcomers quickly become part of the rhythm of life here.

There is a real sense of community here as, being a boarding school many members of staff and pupils live on site and the School’s premises are very much treated as a home away from home. School life starts before breakfast and continues way beyond the working day; as a result, there is always a lively atmosphere in and around School and always someone to share a tea and biscuit with in the Common Room. Support staff as much as teaching staff are encouraged to embrace the School’s day-to-day activities, whether that be attending an evening concert or a morning service in the Abbey.

At Westminster we will always select the best candidate for every position. We do know, however, that we can only truly choose the best person on every occasion if a broad and diverse pool of candidates see the job advertised and are encouraged to apply.

As such, we continue to work on how our job roles are encountered, and particularly welcome applications from groups who have traditionally been underrepresented here.

Westminster School is for everyone, regardless of gender, ethnicity, sexual orientation or any other protected characteristic. We hope you are encouraged to apply.

The School

Westminster School is an independent day and boarding school for boys aged 13-18 and girls aged 16-18, with a long history, a distinctive ethos, and a unique sense of place in the very heart of London. Pupils achieve exceptional examination results and entrance to some of the top universities in the world. It is a busy, passionate and purposeful place where independent and deep thinking is enjoyed, encouraged and respected by all, and where holistic excellence is nurtured and valued.

While the School is one of the foremost centres of academic excellence in the country, its commitment to academic life does not make it a hothouse for passing examinations. Pupils’ success at examinations and entry to leading universities is instead a result of their enjoyment of academic enquiry, debate and search for explanation, well beyond published syllabuses. Pupils are intellectually, socially, ethically and politically engaged and our aim is to ensure that their enthusiasm for learning is developed further, allowing them to take full advantage of the opportunities presented to them in the future. At Westminster, pupils have the freedom to lead on projects outside of the classroom and embrace a whole range of extra‑curricular activities and interests. A host of pupil-led societies take place every week at the School, often with expert guest speakers, and pupils can choose to study an additional language, play an instrument or two, volunteer in local primary schools, row along the Thames, take part in plays and musical, and much more.

The School’s ethos resides in the enduring values of the liberal tradition reflected in the 1560 Charter of Westminster’s Elizabethan foundation, where it is stated that: ‘the youth which is growing to manhood, as tender shoots in the wood of our state, shall be liberally instructed in good books to the greater honour of the state’. Whilst academic and cultural attainments are highly prized at Westminster, the School is fully committed also to each pupil’s spiritual, moral, emotional and physical development and wellbeing – with a particular emphasis on drawing out individual talent wherever it lies – and to prepare young people for fulfilled private and public lives.

From September 2028, the School will welcome both girls and boys at 13+ entry, offering a Westminster education to all. By 2026, Westminster Under School will have opened its brand new pre-prep for girls and boys at 4+ and girls will have joined boys in Years 3 and 7, at the 7+ and 11+ entry points. By 2030, all year groups at Westminster School and Westminster Under School, from ages four to 18, will be fully co-educational, reflecting the School’s dedication to inclusivity and excellence.

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Music Department Manager