Learning and Participation Coordinator

Orchestra of the Swan; Warwick; On-site; GBP 37,232,000 - 53,028,000; Part time

Job summary

Orchestra of the Swan is seeking a part-time Learning and Participation Coordinator to cover maternity leave from October 2026 to August 2027. The role is freelance and 2 days per week at £18 per hour (FTE £32,760).

You will work with the Head of Operations and Finance and the Orchestra and Development Manager to deliver the annual L&P schedule and oversee workshops and events. Based in the Midlands, duties include safeguarding, budget tracking, and building partnerships with schools, venues,

Qualifications

• Experience in music education or community arts sector preferred.
• Understanding of child and vulnerable adult safeguarding requirements.
• Excellent written and oral communication with multiple stakeholders.
• Strong organisational and administrative skills for coordinating events.
• Proficiency with digital tools and standard office software.
• Ability to manage tasks under pressure within a fixed budget.

Responsibilities

• Logistics & Scheduling: manage all logistical arrangements for sessions, venues and bookings.
• Session Planning & Delivery: assist with content planning and hands-on setup of workshops.
• Budget Tracking: work within pre-set project and event budgets.
• Safeguarding & Compliance: act as organisational representative and manage DBS checks.
• Relationship Building: nurture relationships with venues, schools, families, participants and musicians.
• Monitoring & Reporting: gather attendance data and feedback for funder reports.

Skills

Logistics coordination

Stakeholder communication

Budget management

Safeguarding knowledge

Team collaboration

Data collection & reporting

Tools

Microsoft Office

Scheduling tools

Job description

We are seeking an organised, enthusiastic and reliable Learning and Participation (L&P) Coordinator to join us on a fixed-term, freelance basis to cover maternity leave from October 2026 to August 2027. This is a part‑time, 2 day per week role paid at £18 per hour (FTE £32,760).

Applications will be screened on submission. We reserve the right to interview and appoint if a suitable candidate is found before the closing date, so we recommend applying as soon as possible.

This is a delivery‑focused coordination role. You will work closely with our Head of Operations and Finance and our Orchestra and Development Manager to execute our pre‑planned annual L&P schedule. Your focus will be on the smooth, safe and efficient logistical delivery of workshops and events - including our work with individuals with special educational needs and disabilities (SEND), Café Muse dementia workshops, care home sessions, hospices, early‑years sessions and Swan Youth Orchestra activities.

About Orchestra of the Swan:

Orchestra of the Swan is a leading British professional chamber orchestra renowned for its vibrant, innovative approach to classical music. Based in the Midlands, the orchestra delivers an extensive regional concert and learning programme. Alongside its artistic performances, the charity is deeply committed to community engagement, running a huge breadth of inclusive workshops for schools, care homes and individuals with complex needs or dementia.

Key Responsibilities:

Logistics & Scheduling: Manage all logistical arrangements for sessions, including venue liaison, organising with key contacts such as schools and booking players (in collaboration with the Orchestra Manager), sharing timely information and managing logistics.

Session Planning & Delivery: Assist with session content planning, prep work and hands‑on setup/running of workshops when required. Manage a team of project volunteers.

Budget Tracking: Work strictly within pre‑set project and event budgets to ensure all parameters are met.

Safeguarding & Compliance: Act as a designated organisational representative, ensuring strict adherence to Child and Vulnerable Adult safeguarding policies and managing necessary checks (DBS) for personnel.

Relationship Building: Nurture positive, professional relationships with venues, project partners, schools, families, participants and musicians.

Monitoring & Reporting: Gather accurate attendance data, feedback and operational information to support the Development Manager in writing grant funder reports.

Person Specification:

• An understanding of current practices and standards within the music education or community arts sector.
• A thorough understanding of child and vulnerable adult safeguarding requirements.
• Excellent oral and written communication skills, with a proven ability to build strong rapport with multiple stakeholders (venues, families, artists, participants).
• Outstanding organisational and administrative skills, particularly in coordinating artists or events within community environments.
• Proficiency in digital technology and standard office software.
• An ability to work under pressure, being able to manage multiple simultaneous tasks and deliver to a fixed budget.

Don’t meet every single requirement? Studies have shown that Women, as well as Black, Asian and Ethnically Diverse applicants may self‑select out of opportunities if they don’t meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.