POSITION DESCRIPTION

Position: Performing Arts Coordinator

Department: Performing Arts
Reporting to: Director of Music and Director of Drama
Commencement: Immediate commencement or by negotiation
Schedule: FTE1.0, Fixed term until Term 3 2024
PD Updated: July 2023
Ruyton Girls' School is a forward-thinking independent K – 12 school with a long tradition of academic
success and co-curricular achievement. Our focus is on preparing girls for a lifetime of learning,
leadership and engagement in our global community.

POSITION SUMMARY

The Performing Arts Coordinator is responsible for a variety of administrative tasks to ensure the
smooth running of our Performing Arts (Music, Drama and Dance) programs.

The Performing Arts Coordinator will help create opportunities that are offered across the School from
Early Learning to Year 12, through individual tuition, classroom programs and a broad Curricular and
Co-curricular program. They will stimulate creativity, passion, and personal fulfillment in our students
to engage in a busy program of concerts, soirees, musicals and plays.

RESPONSIBILITIES AND DUTIES

Ruyton has a responsive organisational culture and, as such this role may be altered to adapt to the
evolving needs of the School. The Performing Arts Coordinator’s responsibilities include but are not
limited to:

Performing Arts Events & Administration

• Assisting with the administration of Performing Arts camps, tours and excursions.
• Liaising with the Archivist, Drama and Music staff to develop and maintain the Performing Arts
displays around the School.
• Liaising with the Director of Music and Director of Drama and the Director of Educational
Operations to ensure upcoming dates are correct in the School date list and Ruyton News.
• Ensuring invoices are paid in a timely manner.
• Assisting the Performing Arts staff with the setup, conduct and clean-up of events, concerts and
performances.
• Assisting with administration and ticketing of performances and concerts.
• Assisting the Director of Music and Director of Drama with administration of the Co-curricular
programs.
• Overseeing the booking of spaces and venues used by Performing Arts.
• Communicating with external contractors to support Drama and Music productions and events.
• Any other administrative and/or general staff duties as required by the School.
Drama Administration

• Corresponding with Trinity Grammar School about joint Coordinate Program productions and
dispensing student information.
• Ensuring all processes pertaining to student Co-curricular Drama activities are appropriately set-up
and coordinated within the Synergetic Co-curricular module.
• Booking of excursions for Curricular and Co-curricular Drama events.

Music Administration

• Ensuring all processes pertaining to student Co-curricular Music activities are appropriately set-up
and coordinated within the Synergetic Co-curricular module and Clipboard.
• Corresponding with families regarding the organisation of Music lessons and Music events.
• Assigning students to Instrumental Teachers and timetabling lessons and rooms.
• Coordinating Student Instrumental reports to ensure they are completed and submitted in a timely
manner.
• Organising and setting up the annual Instrumental Music Student Learning Conferences.
• Liaising with visiting teachers regarding Music lessons and Music events.
• Ensuring Clipboard is maintained and up to date.
• Producing relevant reports from Clipboard for fee billing and payroll in a timely manner.

Other

• Ensuring all contact lists and first aid supplies are adequately maintained throughout production
seasons, concerts and events.
• Liaising with Maintenance regarding movement of equipment.
• Assisting with the induction of contractors, volunteers and parent helpers in the Ruyton system.

KEY WORKING RELATIONSHIPS

• General Staff.
• Academic Music Staff.
• Performing Arts Staff.
• Instrumental Teachers.
• Director of Music.
• Director of Drama.
• Responsible to Principal.

EXPECTATIONS OF STAFF

Ruyton staff members are expected to maintain professional and responsible attitudes, and to
communicate respectfully and effectively. All Ruyton staff members are required to:

• Treat each other with courtesy and respect.

• Respect the right of each person to learn/work without disruption.
• Accept responsibility for their own progress and development.
• Accept responsibility for maintaining safe, clean, and pleasant surroundings.
• Demonstrate self-respect and uphold Ruyton’s reputation through their appearance and actions.
• Understand and abide by all child safe principles.
• Notify responsible staff promptly any occupational, health and safety issue/s which compromise
the aim of maintaining a safe school environment.
• Support the vision, ethos, and culture of the School.
• Contribute to and support the strategic directions of the School.
• Support all Ruyton policies.
• Obey the law.

QUALIFICATIONS, SKILLS AND EXPERIENCE

Essential Criteria

• An active interest in Performing Arts.

• Previous experience in Performing Arts (school experience is an advantage but not essential).
• Strong interpersonal and collaboration skills, with the demonstrated ability to build rapport and
interact effectively in a team and with a variety of stakeholders, including students, teachers,
and parents.
• Strong coordination and project management skills.
• Strong administrative skills and ability to learn new systems and processes.
• Exceptional organisational and time-management skills, with the demonstrated ability to
prioritise tasks, meet deadlines, and manage a number of competing priorities.
• Well-developed written and verbal communication skills with the ability to present information in
a clear, concise manner.
• Strong problem-solving skills with a positive and flexible approach.
• Strong computer skills, including Microsoft Office and Google Suite.
• Exceptional attention to detail.
• A calm, friendly and professional manner.

Desirable Criteria

• Demonstrated ability to manage people effectively.

• Demonstrated knowledge or ability to learn quickly.
• Synergetic (school management system).
• Clipboard.
• Consent2Go.
• Parent Teacher Online.
• Humanitix/Trybooking.

Personal Qualities

• Well organised and flexible.

• Strong collaboration, communication and time-management skills.
• Possess and encourage a growth mindset.
• Patient and relationship oriented.
• Enthusiastic and conscientious.
• Committed to continual personal and professional growth.
• Professional presentation and manner.
• Actively pursue excellence.
• Balanced approach to life.

Qualifications and Training

• Must hold, or be willing to acquire prior to commencement, a Working with Children Check.
• Hold and maintain Apply First Aid HLTAID003 (or an equivalent qualification) and Anaphylaxis
• Training Child Safety Training, including Mandatory Reporting provided by the School with our
provider CompliSpace.
TO APPLY

Applications should be emailed to Ms Linda Douglas, Principal, recruitment@ruyton.vic.edu.au by

midday Wednesday 9 August. No hard copies please.

Enquiries should be directed to HR, recruitment@ruyton.vic.edu.au

RUYTON COMMITMENT TO CHILD SAFETY

Ruyton is committed to ensuring a Child Safe environment, in which all our children and young people
feel included, empowered, respected, valued, and safe. As part of our ongoing commitment to child
safety and wellbeing, we ensure all staff, volunteers and contractors understand and adhere to our
Child Safe program, including Child Safe polices and ongoing Child Safe training. Our recruitment
processes place people that support and reflect our Child Safe and wellbeing values with the right
qualifications and knowledge. Ruyton has a zero tolerance for child abuse, and all allegations and
safety concerns will be treated very seriously and consistently within our policies and procedures.
Please refer to our school website to read our polices https://www.ruyton.vic.edu.au/our-
school/policies/.

This position description summarises the essential responsibilities, activities, qualifications, and skills for this position and may
be reviewed or modified by the Principal or their delegate, in response to the strategic direction of the school and the
development of skills and knowledge for this position.