Association of British Orchestras

Concerts & Communities Coordinator

Orchestra of the Swan £22-25k p.a. (pro-rata) according to experience Closing date 12 June 2023
Concerts & Communities Coordinator

Location: Orchestra of the Swan Offices, Warwick Schools’ Foundation, Myton Road, Warwick / remote based as appropriate.

Job Purpose: To assist and support the Orchestra & Education Manager to co-ordinate an effective education & community programme in Warwickshire, Herefordshire, Worcestershire & Birmingham, and to assist with concert logistics regionally through offering comprehensive administrative support.

We are looking for a creative person, with a passion for music and music education, with an interest in working with marginalised members of the community, using their attention to detail, organisational skills and creative thinking to impact hundreds of pupils and people living with dementia, PTSD, visual impairment and complex disabilities. You will be adept at prioritising complex workloads, supporting on the coordination of a range of programme strands, projects and events, and will be able to demonstrate excellent organisational, communication and administrative skills combined with a personable, self-motivated, ‘can-do’ approach.

Orchestra of the Swan (The Swan) is a professional chamber orchestra that aspires to be one of the top orchestras in the UK, with orchestral residencies at the Warwick Schools’ Foundation, in Stratford upon Avon, at the Royal Birmingham Conservatoire, The Courtyard Hereford and Number8 Pershore.

With a national and international reputation, The Swan performs around 45 concerts per year, blurring the lines between classical, jazz and folk genres. Our cross-genre albums Timelapse, Vivaldi Sleep, Labyrinths & Echoes have audio streamed over 9 million times since 2021, and our programme of regional community activity in care homes, dementia cafés and schools regionally, which includes Café Muse, a participative dementia-friendly café aimed at marginalised communities in Warwickshire, Birmingham and Herefordshire, is nationally recognised.

Giving our communities access to a world-class orchestral experience is what drives us; providing a wealth of opportunities for all generations to develop, learn and lead, helping fuel ambition and unlock potential.

Reporting to: Orchestra & Education Manager

Hours: 3-5 days per week; 25 days annual leave (pro rata) plus statutory holidays. Attendance is required at concert rehearsals as required, with time off in lieu arranged.

Salary: £22-25k p.a. (pro-rata) according to experience

Key Duties and Responsibilities:

Community Programme
To coordinate the logistics of workshops/masterclass delivery in schools, care homes, dementia cafés and care homes regionally, providing structure and leadership in the provision of the projects for service users for:
o Armed Forces veterans and their immediate family in Herefordshire and Warwickshire living with mild to moderate dementia and PTSD.
o People living with dementia, their families and carers in the community around our orchestral residencies in Herefordshire, Warwickshire, Birmingham and Worcs.
o Visually Impaired pupils and people with complex disabilities at Priestley Smith School and Sense TouchBase Pears in Birmingham
o Primary, SEND and Secondary pupils in Herefordshire, Worcs and Warwickshire
To include:
o Diary management, coordinating school and care home visits, ensuring the smooth running of the programme, providing detailed schedules for attending players.
o Keeping a record of all community activity ensuring that participating players and their feedback are collated on our bespoke CRM system, CharityLog
o Recording all participant and carer information, carrying out assessments of participants on a 3-monthly basis for evaluation purposes (under guidance of the Orchestra & Education Manager), along with the collation of case studies for reporting purposes.
o Attendance in person at Café Muse in Warwickshire & Birmingham, setting up refreshments, undertaking general kitchen duties including some food preparation and serving as required.
o Work closely with musicians and volunteers to ensure participants receive a person-centred service that attends to everyone’s physical and emotional needs wherever possible. (This does not include the provision of personal care).
o Attendance at school workshops and care homes as required, ensuring activity takes place in a safe and social environment (non-clinical) for people living with mild to moderate dementia and for school pupils.
o Collect, where appropriate, any fees due to the organisation.
o Maintain the profile of the Projects within the local community so that they are well-known and accessible and, in conjunction with other relevant organisations, respond to requests from the local community and referrers for information.
o Be the first point of contact for issues to do with the premises where any project is hosted. Any issues must be reported immediately to the Orchestra & Education Manager as appropriate.
o Attend all meetings of Orchestra of the Swan as requested.
Concert Programme
To assist the Orchestra & Education Manager with the efficient organisation of the concert schedule which may involve the following:
o Arrange string bowing well in advance of a performance with an external consultant.
o Hire music as required, returning to publishers post-concert in the packaging provided.
o Book piano hire and tuning as required.
o Scan music and circulate to players so they can rehearse at home.
o Pack music pads in readiness for all concerts.
o Liaise with venues for parking, orchestra refreshments and stage setup.
o Attend the occasional rehearsal/concert to set up (and derig) music stands, stand lights, acoustic shields, upright and armless chairs, and player refreshments, acting as concert manager where required, ensuring all player/soloist/conductor’s needs are met, and rehearsal and concert timings are adhered to.
o Assist bass, harp, timps/percussion, harpsichord with getting their equipment on stage if required.
o Circulate player schedules and set up monthly player payment runs on Access.
o Manage the music library, ensuring that music is properly catalogued and stored.

Extra Requirements
• The successful applicant will be subjected to an enhanced DBS check.

Equal Opportunities

The Swan is committed to promoting equality and diversity, providing an inclusive and co-operative environment in which all workshop participants and individuals working for and on behalf of the organisation feel respected and able to give of their best. Those from Black, Asian and Ethnically Diverse backgrounds and people under 30 are under-represented in our workforce so we particularly encourage applications from people in these groups.

Further details can be obtained from our website at

To apply, please email a CV and covering letter to

Closing date: 5:30pm Monday 12th June 20233

Interviews will be held on 19th June 2023 at the Orchestra’s Warwick office.

Person specification

Education/Qualifications Educated to degree level or equivalent
Full driving licence

Relevant Experience Managing programmes/projects/events

Essential Requirements Understanding of music education
Knowledge of safeguarding and its applications within the orchestral sector
Ability to work independently and proactively, applying attention to detail at all times
Good ICT skills & knowledge of basic programmes
Good written and verbal communication skills
Energy & a positive, common-sense approach to work and problem solving
Ability to maintain discretion and confidentiality
Ability to form and maintain professional relationships

Desirable Requirements Ability to read music
Willingness to become first aid trained
Experience of budgetary management
Experience within a community setting

Contact details

Annual Conference

The next ABO conference will take place in Bristol,
hosted by Bristol Beacon, from 24-26 January 2024.