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Creative Learning Operations Coordinator

Posted on 8 February 2019

Application closing date: 9am on Monday 18th February 2019

Introduction to Sage Gateshead

Founded in 2004, Sage Gateshead has an international reputation as a new centre for music combining performance, education and participation working across a wide range of musical genres and reaching a broad audience. It is also one of the region’s leading conference centres. Founded with a mixed business model, the charity’s turnover of £15million combines, box office, commercial, fundraised income with public subsidy.

Sage Gateshead runs:

  • A Performance Programme of events and festivals across musical genres (folk, classical, rock, indie, jazz, electronic) for 360 days of the year (1700 seater and 600 seater venues)
  • Royal Northern Sinfonia, the UK’s only full time contract chamber orchestra
  • One of the largest Creative Learning Programmes in the UK
  • One of the biggest conference and events businesses in the north
  • A folk development agency, Folkworks
  • An iconic visitor attraction, designed by Foster + Partners on the banks of the Tyne with a large public space, three auditoriums and 25 learning spaces.

In 2015/16 Sage Gateshead delivered:

  • 623 performance events
  • 16,045 courses, classes and workshops
  • 84 conferences
  • 22 premieres and commissions
  • 105 broadcasts

In 2014 Sage Gateshead completed its first decade. During this period the charity had:

  • 6 million visitors
  • 1.5 million participants
  • 1000 conferences
  • 4000 concerts
  • £283 million of economic benefit to the region

Sage Values

Sage Gateshead’s success comes from the work of the teams who deliver the objectives of the organisation. Teams are made up of individuals who each bring a different set of skills, knowledge and experience which collectively contribute to achieving team and organisational success.
At Sage Gateshead our ‘People Strategy’ is focused on ensuring we employ people who share and believe in our culture and values. In addition, there is a focus on training, development, succession and career progression within the organisation. This will allow our best people to progress and allow Sage Gateshead to promote internally for future roles.

Sage Gateshead have five core values these are:
Leading – there is excellence in all we do, in the music sector, in the local community and throughout our work
Diverse – in our music and our programme, our audience and our workforce.
Focused – on being professional, commercial and entrepreneurial to help deliver our mission
Creative – in outlook and championing creativity and learning, particularly for Children & Young People, developing new ideas and open to change, in our organisation, our artists, our music and our audience
Responsible – for our decisions and accountable for our actions

Job Information

Job Title: Operations Coordinator
Department & Team: Creative Learning
Location: Sage Gateshead
Working Hours: 36 hours per week. The role may include some evening & weekend work
Salary and Scale: The salary for this post is £22,246 (SCP 24).
Duration of role: Fixed term until 31st June 2019

Position in Organisation

Reports to: Strategy and Ops Lead
Works in conjunction with: Young People’s Programme and Public Engagement teams, colleagues from across the organisation

Overall Purpose of the Job

  • To coordinate efficient operations, systems and internal communications to ensure the effective delivery of Sage Gateshead’s Young People’s (YPP) and Public Engagement (PE) Programmes.
  • To be the YPP and PE teams first point of contact for Sage Gateshead’s Business Support team
  • To contribute to the achievement of Key Performance Indictors through accurate setting and monitoring of budgets; coordination of data and information and coordination of quarterly and annual planning cycles.
  • To support the effective coordination of Human Resources through contracting Musicians and Tutors, coordinating payroll processes and Performance Development Reviews (PDRs).
  • To ensure high quality pastoral support and safeguarding for children and young people and vulnerable adults through coordination of YPP and PE safeguarding protocols and convening a Pastoral Care team.

Main Duties and Responsibilities

Systems and Ops:

  • To maintain systems, which support the effective delivery of creative learning programmes, working closely with:
  • Young People’s Programme (YPP) and Public Engagement Programme (PEP) teams, specifically the Strategy and Ops Lead, Head of Young People’s Programme, Head of Public Engagement, Programme Managers and Coordinators
  • YPP and PEP Programme Leaders, Project Leaders, Musicians and Artists
  • Sage Gateshead Operations, Business Support, Finance, HR and Marketing and Communications
  • External partners when required
  • To be the main link with Sage Gateshead’s Business Support team and with Sage Gateshead’s CRM system Tessitura, GDPR and KPI reporting systems
  • To support the Strategy and Ops Lead to manage the use of spaces in our Music Education Centre for our Young People’s Programme and Public Engagement Programme
  • To liaise with other Departments including Tech, Building Services and Customer Experience Team in operational matters
  • To attend and contribute to Programme meetings and ensures effective internal communications through sharing information


  • To coordinate the monthly payroll process and support Managers to contract Musicians and Tutors
  • To work with the HR Administrator to ensure Musicians and Tutors contact details, line management lists and distribution lists are kept up to date
  • To coordinate the annual PDR (Performance Development Review) process across the YPP and PEP teams
  • To recruit and convene a Pastoral Care team to ensure high quality pastoral care for children and young people in all Creative Learning activities
  • To ensure appropriate safeguarding and pastoral care for participants throughout the programme, working closely with relevant colleagues to maintain consistency and high standards


  • To work closely with the Strategy and Ops Lead, ensuring programme overheads budgets are monitored effectively.
  • To be responsible for budget setting/monitoring tasks and communicate budget information to teams.


  • To work closely with the Strategy and Ops Lead, the Director of Creative Learning and Heads of Programme to develop and maintain systems, which support the annual cycle of business, monitoring and management of performance against KPIs and accurate data inputs to reports


  • To advocate for North Music Trust, and specifically the Young Peoples Programme and Public Engagement Programme at meetings and events, regionally and nationally as required
  • To accept appropriate individual responsibility for the observance, promotion and implementation of Health & Safety, Child Protection Customer Care, Equality and Diversity, Dignity at Work and other policies with the Trust
  • To undertake other duties appropriate to the post and in line with the needs of the organization

Knowledge, experience and skills required to do job

Essential (required):

  • A level standard education or equivalent qualification
  • At least 2 years relevant experience working in administration
  • Previous experience of financial/budget monitoring
  • Excellent administration skills
  • Excellent coordination skills, including:
  • Schedule production
  • Systems implementation
  • Coordination of people and resources
  • Financial monitoring
  • Expert in Microsoft tools including Word, Excel, PowerPoint, database management, especially Tessitura and Artifax
  • Excellent organisational skills, with ability to manage a complex workload and prioritise effectively
  • Skills and confidence in communicating with people from a wide range of backgrounds
  • Accuracy in data input, word processing and spreadsheet use
  • The ability to manage your own workload, working on your own and as part of a team.
  • Positive and professional approach to work
  • Excellent problem-solving skills, showing initiative and a can-do attitude

Desirable (optional):

  • Experience of working in an arts and cultural organisation
  • Experience working with musicians in educational or participatory arts settings
  • Experience using Customer Relationship Management systems
  • An interest in music, arts, creative learning and inclusion
  • Project coordination skills

Terms and Conditions

We believe Sage Gateshead is a great place to work – an innovative and friendly environment, where no two days are ever the same.

The holiday entitlement for this post is 33 days pa pro rata (including statutory holidays).

The salary for this post is SCP 24 (£22,246 per annum).

We also offer subsidised parking for staff members, as well as a discount in our café, and access to a voluntary health cash plan, bike to work scheme, travel ticket scheme and auto-enrol pension.

How to Apply

Applications must be made on a North Music Trust online application form.

We regret that CV’s cannot be accepted. If you have any queries about your application please contact 0191 443 4624

Completed applications should be returned no later than 9am on Monday 18th February 2019.