The Education Support Officer Arts Administrator provides administrative support to the Arts Department and works closely with the Head of Arts, Head of Music, and Production Coordinators to support the effective day-to-day operations of the Arts Program, Musician Development Program (MDP), and College Production. The role reports directly to the heads of each of these departments, as well as liaises with the college operations group (COG) in terms of the day-to-day coordination of events.

The person in this role is responsible for key administrative tasks relating to MDP and Production, including enrolments, contracts, invoicing, instrument hire, purchasing processes, scheduling, and maintaining accurate records.

In addition to these core administrative functions, the role provides broader coordination support across the Arts Department including Production, MDP concerts and performance administration, event planning and support, audition and rehearsal administration, attendance management, music resource management, and event coordination.

The Arts Administrator supports the preparation of performance programs and planning documentation, coordinates administrative arrangements for performances, rehearsals and masterclasses, maintains key program documentation and newsletter items, and assists with the support of instrumental staff.

The position operates under routine direction and established guidelines, with work subject to monitoring and review by the Head of the Department and the college principal team. The person in this role will also liaise and assist Arts staff with other relevant duties as required.

Key Responsibilities

1. General Administrative Duties

- Provide general administrative support within the Arts Department in accordance with school policies and procedures.
- Provide administrative assistance to the Head of Music to support the delivery of the MDP.
- Responsibility for all correspondence to all MDP emails, including general enquiries from staff, students, families, and external stakeholders.
- Provide administrative support to the accounts department team to assist with all fees associated within the Musician Development Program and College Production.
- Maintain effective filing systems (digital and hard copy) to ensure documentation is accessible, accurate and compliant.
- Prepare routine correspondence, schedules and reports as required.
- Support the coordination of departmental administrative processes to ensure efficient program delivery.
- Attend and assist as required for Production, MDP, and other Arts events.

2. Staff and Student Administration and Support

- Coordinate and monitor all administration for MDP,



including student enrolments, allocations, and contracts.
- Coordinate and support all administration for production, including student applications, auditions, allocations, contracts, and enquiries.
- Coordinate administrative documentation required for new and ongoing instrumental staff engagements, including monitoring of work schedules, TIL, etc.
- Maintain accurate records of instrumental staff hours worked to prepare and reconcile Instrumental Music Teachers schedules for approval by the Head of Music.
- Liaise with Production Coordinators to coordinate scheduling and staffing of rehearsals and events.
- Monitor the attendance in MDP and Production programs and facilitate required communications and actions.
- Support the maintenance of scheduling for MDP students and staff.
- Coordinate and support the delivery of the MDP certificate.
- Liaising with Daily Org regarding timetable adjustments, scheduling matters and room allocations, as required.

3. Instrument and Performing Arts Resource Management

- Provide resourcing support for MDP, College Production, and other Arts events (such as Arts Evening of Excellence).
- Coordinate instrument hire, maintenance, storage, and ordering.
- Coordinate the ordering and distribution of Arts uniforms, including MDP polos and Production T-shirts.
- Ensure Arts resources are accessible and appropriately managed for required purposes.
- Support and coordinate fundraising efforts and initiatives within Arts programs.

4. Arts Program Documentation and Publications

- Maintain the MDP Handbook regarding fee schedules, enrolments, etc.
- Coordinate distribution of relevant resources and documentation on relevant digital platforms, such as college website, Compass, Teams, and Clipboard, for students and staff.
- Ensure documentation reflects current operational practices and program requirements.
- Coordinate the development and distribution of content for the newsletter, website Facebook, college publications, and other relevant documentation, as well as initiating new ideas and improvements in these areas.
- Coordination MDP student fees, including calculations, invoices, following up payment, and communications.
- Coordinate purchasing processes in accordance with school financial procedures.




- Prepare purchase requests and forward documentation to the Accounts Team for processing.
- Track orders relating Arts equipment, instrument repairs, music resources, and other arts resources.
- Maintain records relating to departmental purchases and associated documentation.

6. Event & Performance Coordination

- Coordinate administration for MDP concerts, performances, College Productions, and Performing Arts events, both internal and external.
- Support the coordination of other Arts events as required, 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 performance programs, posters, promotions, and other associated documentation.
- Liaises with the college operations group (COG) in terms of the day-to-day coordination of events.
- Assist with the coordination and scheduling of rehearsals for MDP, Production, and Arts performances, liaising with external musicians and visiting performers where required.
- Proposing/forward planning for possible event dates based on previous year’s calendar.
- Creating all Compass/Clipboard events for MDP events, including studio concerts, ensemble concerts, piano recitals, MDP Masterclass events, lunchtime performances, assembly performances, additional rehearsals, etc.
- Proactively seeking consent, payment, etc. for all above events, plus regular and timely follow up where needed, to ensure all is received before the deadline.
- Communicating any issues or notable outcomes to relevant stakeholders (e.g. notifying of known absences)
- Coordinating venue bookings/hire, seeking dates, liaising with venues, actioning invoices, etc.

SC1 Demonstrated administrative experience in a school, Arts organisation, or similar relevant setting, with capacity to manage competing priorities within a dynamic workplace.

SC2 Demonstrated experience coordinating and operating high level administrative systems, to support event coordination and logistics.

SC3 Highly developed organisational skills with strong attention to detail.

SC4 Demonstrated proficiency in the use of computerised systems, processes, and technical equipment, with a high ability to maintain accurate records and manage data.

SC5 Demonstrated high level communication skills, including expertise in written communication and maintaining documentation.

SC6 Effective communication skills and the ability to work collaboratively with staff, students, and external stakeholders.

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📌 Education Support Arts Administrator (Melbourne)
🏢 Kambrya College
📍 Melbourne