We are recruiting!
Would you like to join our team? We're looking for a highly organised and enthusiastic Music and Administration Coordinator to join our friendly team in Hastings. This is a varied and rewarding role at the heart of Hastings International Piano, offering the chance to support internationally recognised concerts and competitions while helping to inspire audiences and communities through music.
Music and Administration Coordinator
Reports to: Finance Director and Chair of Trustees
Works closely with: Artistic Director, Concerts Manager, Marketing Manager and Development team
Location: Office in Town Hall, Hastings. Also with regular attendance at concerts, events and meetings as required
Contract: This is an office-based role 28 hours per week over four days.
Working days can be agreed with the successful candidate and may be worked, for example, Monday–Thursday, Tuesday–Friday or across Monday–Friday with shorter working days.
Some flexibility will be required to attend occasional evening and weekend concerts and events.
Salary: £27,300 pro rata
We are seeking a highly organised, enthusiastic and proactive Music and Administration Coordinator to join our small and dynamic team.
This is a varied and central role within Hastings International Piano, supporting the smooth running of the organisation across office infrastructure, concerts, competitions, artist liaison, community activity, donor support and general administration.
Working closely with the team and volunteers, the successful candidate will gain experience across many aspects of running an internationally recognised music organisation.
The role is ideally suited to someone at an early or intermediate stage in their arts administration career who is looking for an opportunity with genuine scope for growth and development. We are looking for someone who is eager to learn, enjoys working with people, and is excited by the opportunity to help shape and develop the role over time.
As a small organisation, we value initiative, collaboration and creativity, and this position offers the chance to take on increasing responsibility and become an important part of our future development.
Key Responsibilities
General Administration
Core tasks – Manage diaries, meetings, inboxes, filing, Sharepoint libraries, project trackers and action lists
Provide day-to-day administrative support across the organisation.
Act as a first point of contact for email and telephone enquiries from competitors, performers, venues, patrons, supporters and members of the public.
Maintain accurate organisational records, schedules and documentation.
Maintain accurate donor and contact data on Donorfy.
Support internal meeting scheduling, diary co-ordination and administrative processes.
Assist with preparation of materials for concerts, events and meetings.
Concerts and Events
Support the Concerts Manager with planning and delivery of concerts, competitions and events.
Liaise with artists, venues, technical teams and partners to ensure smooth event delivery.
Assist with event logistics, schedules, artist information and hospitality arrangements.
Attend concerts and events where required to provide operational support.
Artist and Performance Opportunity Co-ordination
Key delivery area – Concert and Artist Logistics
Support the Artistic Director and Concerts Manager in establishing and managing performance opportunities for pianists and performers.
Co-ordinate communication between performers and venues.
Maintain schedules, contracts and related documentation.
Help ensure performers receive clear and timely information.
Learning and Participation
Key delivery area – Project Coordination
Act as the central administrative co-ordination point for learning and participation activity.
Support communication with schools, community partners, artists and participants.
Assist with scheduling workshops, masterclasses and outreach activity.
Maintain records and evaluation information relating to participation programmes.
Development and Donor Support
Key delivery area – Donor Administration in Donorfy
Support the administration of the Patron scheme.
Assist with maintaining and updating donor and patron records using Donorfy.
Support communications and event administration relating to patrons and supporters.
Help ensure accurate record keeping and GDPR compliance.
This job description is intended to outline the principal duties and responsibilities of the role and is not intended to be exhaustive. The postholder may be required to undertake other duties reasonably consistent with the role.
Person Specification
Essential
Excellent organisational and administrative skills.
Strong communication and interpersonal skills.
Ability to manage multiple tasks and priorities.
Good attention to detail and reliability.
Confidence working with a wide range of people.
Good IT and digital administration skills.
A positive and proactive approach.
Willingness to learn and develop new skills.
Interest in music, arts and cultural activity.
Desirable
Experience in an administrative, events or arts environment.
Experience working with artists, participants, volunteers or community groups.
Familiarity with Donorfy or other CRM database systems.
Knowledge of classical music or the arts sector.
Experience of Canva or other website editing.
How to Apply
Please send your CV and a covering letter explaining how your skills, experience and interests match the role to info@hastingsinternationalpiano.org
Applications must be received by 9.00am on Monday 3 August 2026.
We reserve the right to close applications before the closing date if we receive a high volume of suitable applications, so we encourage you to apply as soon as possible.
We are looking for someone to start as soon as possible. Interviews are expected to take place during the first two weeks of August.
