Job Descriptions

As a task we were ask to provide a breakdown of our JobDescription:

Victoria Stretton

Job Description

Title of Job: Operations Manager Reynolds Performing Arts
Section: Reynolds Performing Arts
Responsible to: Managing Director
Purpose: Responsible for the Operational Management of the full time college and dance school

Responsibilities:

I was employed as Operations Manager in which capacity I was required to perform the following duties:

Prospects

• Processing general enquiries including emails and telephone calls and responding appropriately. Communicate professional y with members of the public and give guidance and support to prospective students and parents regarding the courses that Reynolds performing arts deliver including course content, qualifications, fees, funding and audition criteria relevant to the individual applicant.

• Processing course applications, setting audition dates in negotiation with the managing director and sending out notifications of auditions to applicants

• Booking Staff for Audition days

• Attending careers events to promote the courses we offer

• Liaising with Connexions School Careers services and government agencies

• Organising Open Days and promotional events within the college for prospective applicants

• Advertising of courses, including assisting the Managing Director and external marketing companies by forwarding information regarding up and coming events and the creation and updating of marketing resources including websites and newspaper adverts

• Allocating Work experience to schools and mentoring work experience applicants whilst attending the college.

• Auditioning students for entry on the courses

• Processing acceptances

New Starts

• Creation and processing of induction packs for new starts

• Collating and processing Direct Debits for new starts

• Creating student payment spreadsheets to monitor the payment of students fees

• Scholarship Processing Scholarship request and negotiating amounts with the Managing Director

• Sourcing accommodation for students and liaising with students and families to ensure all students are housed prior to the commencement of the course.

• Creation of Induction timetables for all new starts. Leasing with staff within the confines of their contacts to ensure all induction activities are planned and staffed

• Updating Management Information Systems with the new start information. Ensure all information meets Learning and Skills Council requirements and meet the requirements of external audit

• Registering learners on the courses to include the registration of learners on qualifications with the external bodies

• Accessing funding for learners in negotiation with external bodies. Informing learners of funding that they may be able to apply for including Educational Maintenance Grants, Adult Learning Grants and Career Development Loans

• Processing EMA’s, ALG’s and Career Development Loan applications

• Updating and creating student handbooks

• Induction of new starts on to the courses

• Health and safety inductions for all new starts to include fire evacuation, injury prevention, and accident reporting.

• Creating Individual Learning Plans for new starts – to include course goals, personal goals and APL information.

• Planning of initial assessments within the induction timetable to include – key skills and subject specific assessments in each area of learning

• Ensuring all students are Eligible for funding from the LSC


Quality Assurance

• Student File Audits including annual full audit and 6 monthly quality checks

• Register Audits to monitor attendance of students

• Completion of Monitoring Reports and statistic reporting of key areas including enquiries, acceptances

• Update and review of the Quality Diary to ensure the quality cycle is completed satisfactorily and policies and procedures are reviewed in a timely manner in accordance with the diary and updated government legislation

• Quality Audit of students payments including travel and student allowance payments

• Full Curriculum review

• Self Assessment Reporting

• Development Planning

• Action Planning

Fees and Payments Administration

• Processing Direct Debits on the Management Information Systems and forwarding of details to accounts

• Monthly spreadsheets with fees allowances and travel claim information forwarded to accounts

• Processing college defaulters, chasing up payments and referring longstanding defaulters on to outside agencies

• Processing Travel and Allowance Claims and auditing for errors

• Processing EMA on government website in line with LSC guidelines to ensure students are eligible for their payment

• PICS (MIS)Downloads to the LSC drawing down learner funding

• Processing staff wages and invoices

Curriculum Administration

• Creation and monitoring of Registers

• Attendance monitoring of learners

• Timetabling of classes facilitating curriculum, assessment qualification and production needs

• Emergency timetables and covering

• SPoT (Student Progress online Tracker) Creation of assessment criteria for individual subjects and completion of reports and targeting of learners

• Facilitating individual reviews for learners, feeding back to learners, tracking progress on their Individual Learning Plans against qualification aims and discussing and feeding back of course issues where needed

Qualification Administration

• Facilitating the delivery of courses including course content, staffing, timetabling monitoring an development

• Assessment of learners qualifications

• Internal Verification of learners qualifications

• Registration of Candidates on individual courses

• Certification of candidate qualifications from governing bodies

• Updating PIC’s ( Management Information System) to ensure students and qualification information is up to date

• Learner Files updated on completion of units and qualifications to ensure external audit guidelines are met

• Ensure Student Learning Resources are facilities

• Individual Learning Plan Maintenance

• Booking and coordinating Work Based Learning activities, Including Schools tours and workshops and external performances

• Qualifications responsible for – Industry Organisational Awareness (Level 2), Advanced Apprentice in Achieving Sporting Excellence ( Level 3) Conduct Coaching ( Level 2) BTEC Sports Performance (Level3) YMCA – Gym and ETM instruction (Level 2) ISTD Major examinations up to FDI


General Administration

• Staff Induction training including Health & Safety training, Terms of employment, Reynolds policies and procedures

• Accident reporting monitoring, follow up and review

• Appraisals of staff

• Maintenance of Staff files including contracts and CPD

• Uniform Checks within classes to ensure all students are adhering to health and safety and Reynolds policy

• Updating of Company Website to include course content, students blogs, Tem dates, staff profiles, events and news

• Operations Manual updating to coincide with quality cycle

• Development of publicity material in negotiation with external marketing consultants

• Coordination of Open Day including the booking of staff development of mailing  lists and publicity

• External events coordination

• Contract allocation of freelance consultants and creative teams

• Development and documentation of Staff training and development plans

• Development of Job descriptions for staff

• Processing of additional student payments including examination fees, show fees and costumes fees

• Interviewing of staff for new posts

• Booking Workshops and Master class sessions delivered by working industry professionals

• Welfare Officer for students, Dealing with student needs and forwarding student to relevant services where needed. Support students in their learning and personal and social development



Job Description


Title of Job: Production Coordinator
Section: RPA/FdA/BA Performances
Responsible to: Managing Director

Purpose: Responsible for coordinating all aspects of the performance


Responsibilities:

I am employed as Production Coordinator in which capacity I am required to perform the following duties:

• Follow the Performance procedure in full as set out on Wikki (docs.reynoldsgroup.co.uk).

• Attend planning and coordination meetings and input ideas and suggestions for performance

• Check information on Project Manager on theatre bookings and feed further requirements into agenda

• Obtain perusal copies/rights/sonnets/scores as required for the particular production

• Organise transportation of props to venue including booking van

• Confirm and coordinate transport arrangements with learners including providing directions

• Coordinate props, costumes, monies from students

• Organise stage management, lighting plan and liaise with technical staff including lighting and sound designers in line with the theatre contracts and budget

• Collate score and organise band parts and band and produce rehearsal tracks where necessary

• Compile music on to a mini disk/CD for the rehearsal period and performance to a high standard where necessary

• Communicate with senior management at all times

• Coordinate an early show of example of work to management for comment and feedback

• Hold show meetings with production team in line with meetings planner and agendas

• Report any problems immediately to your line manager without delay

• Keep and maintain records of deposits paid by learners for books and who has them Collect and return all books where appropriate and necessary. Non payment of books will be deducted from coordinators fee.

• Where costume hire is applicable keep and maintain records of which students have which costumes and only return hire fees when all items have been received.

• Ensure all props, costumes and equipment are removed from theatre and returned to Reynolds ensuring you have the keys and the building security codes.

• Load and unload vans where appropriate.

• Ensure safe departure of all learners.

• Carry out site health and safety risk assessment of theatre and make sure staff and learners are aware of any health and safety issues

• Create a timetable for the theatre ensuring that all production needs are met. Ensure that all timings scheduled are adhered to for technical rehearsals including plotting lights, staging and sound calls

• Hire Microphones and additional technical requirements in line with the budget and ensure a person is appointed to store, fit collect and return after the show

• Management of prop team, stage management team

• Allocate dressing rooms

• During rehearsals at Reynolds ensure all props are stored in appropriate, agreed places at the end of each session

• End rehearsals in timely manner with enough time to ensure studios are cleared and ready for use

• Behave respectfully and professionally when representing Reynolds in outside venues

Job Description


Title of Job: FDA/BA Dance Tutor

Department: Trinity College of Music/Reynolds Performing Arts

Responsible to: RPA Managing Director/ FdA BA Course Leader
Purpose: Provide high quality teaching and access to learning. It is expected that the tutor will contribute to course design, development of programmes and the expansion of the area generally in line with strategic and development plans


Responsibilities:

I am employed as FDA/BA Dance Tutor in which capacity I am required to perform the following duties:

• Uphold the companies policies and procedure in full (docs.reynoldsgroup.co.uk) including Health and safety, first aid and accident reporting, equal opportunities, Whistle blowing, Uniform and attendance

• Observe the requirements of college policy in respect of:

a. The mission Statement

b. Health and Safety

c. Equal Opportunities

d. Student discipline

• Prepare, provide and maintain teaching and learning materials for all sessions

• Design schemes of work and or assessments, teaching and learning strategies

• Ensure lessons are planned and prepared in line with the course documents and specific modules and course descriptions and leaning outcomes for the course

• Ensure maximum standards are delivered and developed and all lessons comply with the course document

• Manage the teaching and learning process and deliver inspirational teaching to the students

• Mark work and provide written and oral feedback including SPoT reporting. Ensure all reports are completed in a timely manner and all staff within the department have fed into the reports on time.

• Assess progress of students and re-assess if required and feed any issues into the review system

• Be observed and receive feedback

• Participate in training of good teaching to staff and feedback to management any staff development requirements

• Report matters of confidentiality to the relevant department including the course leader and student services

• Act in a professional manner within all work activities

• Work as part of a team and respect others and the work as professionals

• Ensure studios are left in an appropriate manner, ready for other users

• Liaise with tutors and provide information for reference purposes

• Liaise with other section leaders or other line manager in respect of the training

• Attend team planning, co-ordination and assessment board meetings

• Contribute to the quality Assurance process by monitoring, reviewing and evaluating all aspects of the courses

• Ensure that all students attending a class are recorded in the class register, and ensure all documentation relating to the class is completed in full by the relevant tutors

• Such other duties including related administration, as required including the maintenance and update of the project manager and diaryserve system


Job Description


Title of Job: Module Leader

FDA Professional studies (L5)

BA Making Musical Theatre Today


Section: Trinity College of Music
Responsible to: FdA/BA Course Leader

Purpose: Lead Modules on the FDA/BA Musical Theatre (performance) Courses


Responsibilities:

I am employed as FDA/BA Module Leader in which capacity I am required to perform the following duties:

• Assist the course leader in the design of the module

• Implement the agreed monitoring procedures for the students including assignment creation and publicising deadlines

• Mark work in accordance with TCM/University Benchmarking statements and in line with QAA statements

• Assist the course Leader in preparing documentation for course committee in regard to course review, evaluation and development

• Attend Committee meetings and feedback

• Participate into review procedures of the module

• Ensure and facilitate the development and learning of the students to include providing tutorial support, lectures and good practice in teaching learning and assessment

• Keep detailed and up to date records on students progress including grading of students work in line with university policy and procedures

• Evaluate the results of the module and regularly appraise procedures ad feedback to the course leader any modifications where necessary

• Induction of teaching staff

• Book and facilitate workshop sessions related to the module

• To ensure teaching of the module is in line with the course documents

• To foster methods and systems which ensure that students are empowered to take personal control of their own development

• Advise the Course Leader of students whose work or attendance gives cause for concern

• Offer students educational guidance in relation to the module

• To design assessment criteria and procedures for the module with the approval of the Course Leader.

• publish in full assessment criteria for the module including support resources and student handbooks

• Ensure staff carrying out assessment practices for the module are fair, valid and reliable and appropriate to the level of award being offered, and assessments are being carried out efficiently

• To supply the results of the assessments o the course leader and registry as required

• To cooperate fully with the requirements of any board of examiners or assessment panel and the moderation board

• To convene ad chair regular meetings of the module teaching staff, ad to prepare and circulate agendas and minutes

• Provide information for timetabling

• Attend meetings and conferences related to the duties described above as required by the course leader

• Be active in researching some areas relevant to the college’s courses, if required.

Job Description


Title of Job: FDA Musical Theatre Course Coordinator

Section: Trinity College of Music/Reynolds Performing Arts
Responsible to: RPA Managing Director/FdA BA Course Leader
Purpose: Supporting the Course Leader in the development of the Course


Responsibilities:

I am employed as FDA Musical Theatre ( Performance) Course Coordinator in which capacity I am required to perform the following duties:

• Assist the Course Leader in formulation documentation and promotional documentation for the course

• Participate in the interviewing and auditioning of applicants

• Assist the Course Leader in the monitoring of effectiveness of teh criteria used with the course documentation

• To provide advice on course matters to applicants

• Participate in and coordinate Open Days for the courses

• Provide promotional and outreach workshops to institutions

•