Performing Arts Administrator

LLOYD'S REGISTER INTERNATIONAL; Oxford; On-site; GBP 24,000 - 25,000; Full time

Benefits offered by this job

Pension

Fee remission

Wellbeing programme

Gym access

Free parking on site

Employee Assistance Programme

Job summary

Headington School Oxford is seeking a skilled Performing Arts Administrator to oversee timetabling, peripatetic lessons and examinations within the Performing Arts Faculty. The role is full-time, term-time only with additional days, starting September/October 2026.

You will join a busy team in the Music department and collaborate with Drama and Dance, ensuring accurate databases, bookings, and records while supporting events and external trips.

Qualifications

• Essential administrative experience and strong customer service skills.
• Ability to thrive in a busy environment with multi-tasking and diplomacy.
• Experience in process-driven environments demanding accuracy.

Responsibilities

• Be the first point of contact in the faculty for peripatetic dance, speech & drama and instrument lessons.
• Maintain attendance registers, timetable changes, pupil lists, and liaise with bursary about charges.
• Coordinate exams for instrumental, dance, and drama students, including entries and dates.

Skills

Administrative skills

Customer service

Initiative

Multi-tasking

Accuracy

Diplomacy

Communication

Tools

Google Suite

Microsoft Office

Job description

Performing Arts Administrator

Full-time and term-time (20 additional days)

Starting September/October 2026

Executive Summary

We are seeking an experienced Performing Arts Administrator who will have a vital role in the day-to-day running of a busy Performing Arts Faculty. They will be based in the Music department, but will additionally oversee the peripatetic administration for the Drama and Dance departments.

The successful candidate will be a member of the Performing Arts team and will report directly to the Head of Performing Arts.

The Performing Arts Department

The Performing Arts Faculty consists of 7 academic teaching staff and over 30 peripatetic staff, and is a vibrant, happy environment. The uptake for peripatetic tuition is high, as is the number of performances and events throughout the year. The Drama department is at the heart of the school, with a purpose-built theatre and teaching spaces; the Dance department has an excellent studio, and some additional teaching spaces. The Music school is a stand-alone building with practice rooms, rehearsal spaces and a recording studio. The Music office is home to the Performing Arts Administrator, the Technical Manager and the Music Graduate Assistant.

Role Description

We are seeking a Performing Arts Administrator, with particular responsibility for overseeing timetabling, peripatetic lessons and examinations. This is a full- time, permanent, term-time position, (plus 10 days per annum) starting September/October 2026.

Key Responsibilities

• To be the first point of contact in the faculty, dealing with queries and concerns with regard to peripatetic dance, speech & drama and instrumental lessons.
• To maintain accurate attendance registers, timetable changes, management of pupil lists, working closely with the Bursary regarding charges for peripatetic staff tuition and pupil fees.
• To make formal arrangements with parents for the commencement and termination of peripatetic lessons, and for the loan of school instruments and equipment.
• To coordinate exams for instrumental, dance and speech & drama students, including entries, fees, dates, administration on the day, and liaising with the school’s calendar team.
• To maintain databases, accurate accounts and detailed administrative records in a timely manner, including the registration of ensembles, groups and lessons.
• To manage the faculty room bookings for rehearsals and exams, and external requests; to assist with physical aspects of setting up rooms and equipment.
• To ensure department equipment, instruments, sheet music and teaching materials are well maintained; processing music orders for the senior and prep school, including pupil recharge.
• To manage concerts, performances, and productions in school, occasionally in the evening (a flexible approach to working hours), assisting with the practical arrangements front of house or backstage.
• To coordinate external events and trips for all three departments, liaising with the EVEC, completing trip paperwork, booking transport, arranging catering.
• To assist the administration of the Saturday Academies provision within the School.

Person Specification

Qualifications and Experience

Essential

• experience showing a strong grounding in administrative skills and customer service
• experience showing initiative, resourcefulness and the ability to thrive in a busy environment where multi-tasking is essential
• experience of process driven environments and the need for high levels of accuracy and diplomacy

Desirable

• knowledge of UK independent schooling

Personal Attributes and Skills

• A professional and supportive attitude and ability to work well in a large team
• Highly accurate in administrative tasks (databases, accounts and records) and excellent working knowledge of Google Suite, Microsoft Office and relevant software
• Punctual, efficient, reliable, and dependable, seeing processes through to their conclusion
• Ability to write clearly and concisely and to communicate effectively between teachers, pupils, parents and support staff

Terms of Appointment

Type of Contract

Full time, term-time only (plus 10 days per annum), permanent

Benefits

Pension

Contributory membership of the School’s Support Staff Pension Scheme with a School contribution of up to 9.95 per cent upon successful completion of six months’ service.

Fee remission

In accordance with the School’s policy, which may be subject to change, up to 50 per cent fee remission for pupils attending Headington School Oxford and up to 20 per cent fee remission for boys attending Magdalen College School (under a reciprocal agreement) and subject to the terms of their policy. Fee remission is calculated on the number of weeks and hours worked and is pro rata for part-time staff who work at least 50 per cent of a normal working week.

Salary

The prorated salary for a full academic year (approximately 166 term days) plus 20 additional days @ 7.5 hours per day is £23,581 - £24,911 per annum depending on skills and experience. The full-time-equivalent salary based on 37.5 hours per week, all year-round would be approximately £28,146 - £29,733 per annum).

Additional Benefits

All staff have access to a broad programme of wellbeing activities. The programme currently includes access to the School’s gym and swimming pool, weekly Step and Tone and Zumba classes and regular staff social activities such as Book Club and Staff Choir. Staff also benefit from free access to the Employee Assistance Programme, a free, confidential helpline that offers advice on a range of issues. Free restricted parking is available for all staff on site.

All appointments are subject to satisfactory completion of all employment checks, ie references, Disclosure and Barring Service, medical questionnaire, Right to Work in the UK. Headington School is an equal opportunities employer and is committed to safeguarding and promoting the welfare of children and young people. Applicants must undergo child protection screening, including checks with past employers and DBS and barred lists checks. The School expects all staff and volunteers to share this commitment.