Performing Arts Facilitator (Urgent)

JOB PURPOSE The Performing Arts Facilitator reports directly to the Director of Creative & Performing Arts. The postholder serves as the primary operational liaison for the Performing Arts aspects of the faculty, and oversees the logistics, organisation and administration of all Performing Arts programmes, concerts and events. The postholder is responsible for the day-to-day coordination of the peripatetic instrumental teaching programme, acting as the primary operational liaison for visiting instrumental staff to ensure the smooth running of timetables and resources. This includes the creation and management of a complex, half-termly rotating lesson timetable and the accurate preparation and reconciliation of visiting staff timesheets for fee payment processing. Additionally, the role serves as the central data administrator for the Music department, managing information across school systems (including iSAMS and SOCS) with a focus on efficient data entry, accuracy, and rigorous record-keeping. KEY RESPONSIBILITIES Administration, Data Management & Finance Plan, create, and manage the complex, half-termly rotating teaching timetable for visiting instrumental staff and students, ensuring all schedules are communicated efficiently. Prepare, reconcile, and submit accurate monthly timesheets for all peripatetic instrumental staff to the Finance department to ensure prompt payment of teaching fees. Serve as the primary data administrator for the Music department, managing and maintaining accurate records across school database systems (specifically iSAMS and SOCS) regarding student participation, scheduling, and billing. Maintain rigorous daily attendance tracking for all peripatetic instrumental and singing lessons. Coordinate with the Finance department to ensure billing details for peripatetic staff, piano accompanists, and examination entries are accurate and up-to-date. Liaise closely with external music agencies (such as ABRSM, LCM, Trinity) to coordinate examination entries and facilitate the department's role as an accredited examination centre. Oversee the non-curriculum Performing Arts budgets in consultation with the Director of Creative & Performing Arts, creating purchasing orders for resources and external suppliers. Organise and track the inventory of Faculty instruments and equipment, monitoring stock levels and movement. Coordinate the administrative aspects of annual music scholarship auditions (held in February), including liaising with Admissions to arrange auditions and interviews. Operations, Logistics & Event Support Coordinate with the Director of Creative & Performing Arts to schedule performances and rehearsals, ensuring all stakeholders are informed of setup requirements (venue, health and safety, lighting, sound, and staging). Liaise with Musician-in-Residence, Technical Theatre Graduate Assistant, and the wider AV team to ensure resources are utilised effectively across the department. Ensure that all Performing Arts spaces (including music rooms and theatres) are well-maintained and prepared for lessons, rehearsals, and events. Liaise closely with external providers of instruments, equipment, and printed music. Support the AV team as Stage Manager during large-scale events or in exceptional circumstances where Araya Hall support is required. In exceptional circumstances, and at the request of the Director of Creative & Performing Arts, assist with photography, video recording, or streaming of events when required to support the AV team. Communication, Promotion & Other Responsibilities Act as the primary point of contact for parents regarding specific or general queries about peripatetic lessons, including the commencement or termination of tuition. Assist with the promotion of the DBS brand through outward-facing events. Work closely with the Director of Creative & Performing Arts develop all aspects of the school’s co-curricular and extra-curricular music and drama programmes, including workshops, masterclasses, CPD and student competitions at both national and international levels Follow all agreed School Policy and procedures as shared and in the Staff Handbook Undertake other reasonable duties as requested by the Director of Faculty or members of the Senior Leadership Team, and any duties that the Headmaster deems necessary for the effective operation of the School. PERSON SPECIFICATION Music or Music-related/Arts degree or equivalent professional experience (desirable) Experience of managing a Music/Arts centre programme (desirable) Experience of teaching or managing the teaching of an Arts-related subject (desirable) Good communication, teamwork, interpersonal and organisational skills (essential) A personable and approachable manner, with the ability to foster positive, daily professional working relationships with the wider peripatetic instrumental teaching team (essential) A proactive mindset with the proven ability to take initiative, completing tasks autonomously and consistently seeking to elevate standards and outcomes (essential) Administrative skills and experience working to budgets and deadlines (essential) Competent IT skills, particularly in spreadsheet manipulation and database management (essential) Administrative skills and experience working to budgets and deadlines (desirable) Fluency in English and Thai (written & spoken) (essential) Attention to detail, confidentiality and the ability to multitask (essential) Willingness to take a ‘hands-on approach’ when required to assist with the setting up of practice rooms, teaching classrooms and performance spaces (desirable)