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Performing Arts Secretary

Scotch College Adelaide - Mitcham, SA

Biotech, R&D, Science
Source: uWorkin

Source: uWorkin


Position name Performing Arts Secretary

Employment Status Ongoing

Classification Grade 3

Part time (0.8), 37.5 hours per week, predominantly during term time. Additional out

of hours work will be required, particularly during the performance season.
Key Relationships Reporting to the Head of Faculty - Performing Arts, this role works very closely with

faculty staff, peripatetic teachers and students and their families.

Our Mission:
Scotch College aims to prepare our students to make an impact.

We plan to deliver consistent, outstanding innovation in our people, programs and infrastructure on a sustainable
basis, in order to provide opportunities for young people to thrive and develop the awareness, boldness and versatility
to make a difference in any part of the world.

We are a forward looking, externally focused, nurturing and ambitious community driven by a powerful sense of the
wellbeing of our stakeholders, so that the wellbeing of others may be enhanced. Wellbeing is embedded in everything

we do, and we want our staff to be:
  • able to flourish: be physically adept, mentally resilient, intrinsically motivated, highly skilled,
  • practicing effective work life integration, and
  • demonstrating an adaptive capability which will enable the College to confidently embrace disruption.
Key to the achievement of this vision is the College’s strategy of attracting and retaining the best people whose values
align with Scotch.

Position Objective:
The Performing Arts Secretary is responsible for subject and co-curricular administration for the faculty. Of particular
importance is data management within SEQTA (student management system).
The Performing Arts Secretary is the focal point for all enquiries and correspondence received by the Faculty and deals
with all aspects to ensure the smooth operation of the faculty.

Position Overview:
The Performing Arts Secretary is a large and busy role which provides administrative, organizational and logistical
services to the faculty in order to support and organize faculty staff and students and their families.
The program incorporates classroom, private instrumental and co-curricular Music, Drama, Dance, and the Performing
During the performance season, there is a significant level of out of ordinary hours work required. This is managed
through the application of either overtime or time off in lieu.

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Key Responsibility Areas:
1. Administration

  • Administration of instrumental/drama lesson which includes entering student selections into SEQTA;
ordering hire instruments; collating teacher reports

  • Receive scholarship applications and manage audition times
  • Collate student charges for term Music Surcharge and Instrument Hire Charges
  • Generate rehearsal timetables / schedules as directed - keeping up to date on SEQTA
  • Bulk emails to staff, students and parents about co-curricular and subject performing arts activities
  • Photocopying of music for ensembles
  • Administering excursions for all PA subjects (to performances etc) and music tours (generations, nationals
  • Organising manufacture, taking orders and receipting payments for performing arts shirts and musical
performance tops
  • Updating enews blog, pages on the College website, closed Facebook performing arts group
2. Instrumental Music Program
  • Entering data into Seqta about student music/drama activities, based on timetables provide by peripatetic staff
and processing daily music attendances
  • Ensuring no lesson clashes for students who are engaged with more than one peripatetic tutor
  • Prepare Instrumental Music Timetables: produce timetables (if requested) either independently or with the
Instrumental Music Tutor’s assistance (if required), at the end of each term for the next term.
  • Email students with their own timetable before the commencement of each term.
  • Produce a calendar of school dates for Instrumental Music Staff to assist them in timetabling their students
around school events.
  • Provide administrative support for the enrollment of new students into the program and provide liaison
support between parents and the school.
  • Maintain inventory of equipment owned/being hired from outside sources by the school. This includes
recording the make/model and serial number of all instruments in addition to recording when the instruments
are hired out, returned and who they are hired to.

3. Productions and Events
  • Managing TryBooking for ticket sales
  • Administrative attendance at negotiated after hours events
  • Prepare advertising, in conjunction with the Community and Marketing team, for upcoming events
  • Bookings - venues, catering support (purchasing goods) for events like the dance performance, year 12 plays
- all the events that are offered in both the cocurricular and subject performing arts offering
  • Performing Arts Parents Support Group offering support and direction
  • Administering external Music Camp
  • Big Events: event and volunteer management including organization of catering, venues, timetables, program,
staff movements, supporters etc

4. Reports
  • Co-curricular reports for instrumental students and casual dancers: initiating process, updating back office of
file maker for the website where tutors enter reports, editing/proofreading, printing, liaising with the Head of
Faculty and other teaching staff for sign off, posting home

5. Work Health Safety and Wellbeing
  • Take reasonable care of and cooperate with actions taken to protect the health and safety of self and others.
  • Report all accidents, incidents and hazards as soon as is practicable.
  • Read and adhere to all Scotch WHS guidelines and policies.
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6. General
  • Attend whole staff and Faculty meetings and other as required.
  • Undertake other duties as required.
  • Demonstrate a commitment to professional learning in relation to the requirements of this role.
Key Selection Criteria: Qualifications, Skills and Experience
Essential experience

  • Excellent administrative and organisational skills are essential.
Essential qualifications, skills and knowledge

  • Excellent customer service.
  • Strong time management skills and ability to work under pressure in a demanding retail environment.
  • Strong computer skills in spreadsheets, Microsoft Word and Powerpoint.
Highly Desirable

  • Working knowledge of Synergetic
  • Experience working with children and an understanding of child safety issues.
  • Practical experience working in a school environment.
  • Have a background/experience in music and/or performances, or a general understanding of the nature of
Performing Arts.

Key Selection Criteria: Personal Attributes
  • A high degree of confidentiality and professional judgement.
  • Strong communication skills both written and verbal.
  • Experience with proof-reading.
  • Exceptional interpersonal skills and the ability to relate to students, teachers and parents from a range of
different backgrounds.
  • Ability to work independently with superior organisational skills, the ability to set goals and prioritise work,
and the capacity to manage multiple, simultaneous tasks is essential.
  • An ability to work as an effective and constructive team leader and team member.
  • Self-motivation in setting and accomplishing tasks.
  • Have an understanding and appreciation of the rigours of performances, productions, ensembles
  • Enjoy working with children and be able to communicate effectively with them
  • Able to plan ahead and exercise initiative
  • Willing to work outside of normal hours.
Conditions of Employment:
  • All staff are responsible for ensuring that the data they collect, access or retain is done so within the
requirements of the College Privacy Policy.
  • Must be eligible to work in Australia.
  • Must satisfy child protection screening and adhere to Scotch’s Child Protection policy and procedures.
  • Work flexible hours as required of the position including school holidays.
  • Position is employed under the terms and conditions of the College’s Enterprise Agreement.
  • The incumbent will undertake regular relevant training to ensure that skills are maintained or enhanced in the
relevant areas of responsibility.
  • Successful applicant will be required to take annual leave during the Christmas New Year closure period as
determined by the Principal

No position description can capture the complexity of tasks within a school. Therefore, this position description should
not be seen as limiting and some flexibility is required when using this position description. There will be other tasks,
not described above, that may be given to this position from time-to-time.

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All positions evolve and change over time, and the school commits to regularly review and update position descriptions
to accurately reflect the contribution of employees.

Scotch College is a child-safe organisation and committed to the safety and wellbeing of children and young people.
We undertake appropriate screening and suitability assessments to determine the commitment of applicants to
supporting child safety and wellbeing values in practice.

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Approved by the Director of Human Resources October 2019