Assistant to the Chief Executive and Assistant Company Secretary

Independent Society of Musicians

Hours
28 hours per week

About the Organisation

With a current membership of over 11,000 musicians, the award-winning ISM is the UK’s largest representative non-union body for musicians. For over 140 years, we have been dedicated to promoting the importance of music and supporting those working in the music world. Our members come from all areas of the music industry and have many different roles and musical backgrounds.

We are a nationally recognised subject association for music and are financially independent with no political affiliation - allowing us the freedom to campaign on any issue affecting musicians, and to work alongside politicians, people, and organisations to make change happen. We know from our latest members’ survey just how much our members really value the ISM community and the sense of belonging and safety it gives them.

Our fabulous staff team has a wealth of knowledge and expertise and brings to the ISM direct experience of working in the music and education sectors. We all share a love of music, and many of us are active musicians in our spare time. By joining us, you will become part of a passionate, dynamic, and welcoming team where you will be supported and encouraged to use and develop your skills. 

About the role

The award-winning ISM is the dynamic, change-making professional body representing musicians. With a current membership of over 11,000, the ISM is known for its wide range of services to its members, from legal to health and wellbeing. We are also known for our campaigning work on issues from music education to AI and Brexit.

The ISM is now looking for a highly experienced Administrator and Secretary to work alongside the Chief Executive. You will have very strong administrative skills as well as advanced knowledge of using Microsoft Office packages such as Word, Excel, Outlook and PowerPoint. You must have experience in ensuring good governance at the Board level, including preparing Board papers and drafting and circulating Board minutes. This is a critical part of the role, as well as drafting a wide variety of correspondence.

You will also be responsible for aspects of risk management, such as health and safety. The Chief Executive is a senior leader in the music sector, so you will need to be able to demonstrate absolute loyalty, discretion and confidentiality as well as excellent common sense and good judgement.

Responsibilities

Assistant to the CEO and Assistant Company Secretary Duties:

• Undertake a broad range of administrative and secretarial duties for the CEO, including diary management, correspondence, taking minutes, undertaking research, preparing briefings, helping to write Board papers and speeches and being the main point of contact for the CEO.
• Undertake some administrative human resources duties, including assisting with maintaining staff records such as holiday and sick leave, and contact details, and working on recruitment and the induction process. 
• Ensure HR records are kept up to date at all times and diarise regular one-to-ones in respect of all the CEO’s line reports. 
• Liaise with the External Affairs team to ensure that there is coordination between the CEO, her diary and the meeting requirements of EA. 
• Provide secretarial support with all aspects of Board management, from recruitment to the Board to arranging Board meetings and associated meetings.
• Collate and format all  Board papers and ensure they are sent out in a timely fashion to Board members ahead of Board meetings.
• Attend Board meetings and take minutes, recording all decisions. 
• Work alongside the CEO in all aspects of governance relating to the ISM Group, in particular: 
  • Maintain up-to-date lists of all Directors and Trustees of the ISM Group of companies, their periods of office and their contact details. 
  • Maintain up-to-date records with Companies House and the Charity Commission re Board appointments
  • Maintain an up-to-date calendar of all key Governance dates, ISM Group meetings and specific business to be conducted at each ISM Group meeting.
  • Maintain an up-to-date list of all Committees of the ISM Group, including the Child Protection and Disciplinary Committee, HR Committee and the three Boards. 
  • Maintain all governance documents.
  • Organise the AGM and elections to the Board.

Health and Safety and Risk Management:

• Ensure the offices meet all health and safety requirements, including the requirements for Fire Marshals and First Aiders.
• Ensure that staff are trained regarding all aspects of health and safety and receive refresher training on a regular basis. All training must be logged.
• Manage all assets of the ISM, including the premises, and ensure that timely repairs and refurbishment are carried out to budget and to time.
• Deal with all insurances related to premises and equipment, ensuring that adequate cover is continually in place
• Ensure facilities, such as water, air conditioning, electrical items, and emergency lighting, are well-maintained and regularly inspected and undertake annual Fire Safety checks.
• Have overall responsibility for the fabric of the building at Inverness Mews, including obtaining quotes for works and ensuring works are carried out as per the tender and to a high standard.  
• Build and maintain relationships with local residents and businesses, and liaise with the Council should there be any issues in the Mews.  
• Organise events and activities for the staff team to support team culture and collaboration.

Core Values For All Staff:

• Perform your role to a high standard, on time and with dedication and commitment. 
• Deliver the ISM Group’s agreed objectives and maintain our reputation of working at the forefront of supporting the music profession. 
• Deliver the 5 Gs at all times. 
• Treat all colleagues, members and people you come in contact with as a result of your work at the ISM with fairness and respect and in accordance with our commitment to equal opportunities.
• Ensure effective, efficient and timely communication with all colleagues and stakeholders with an emphasis on face-to-face communication. 
• Take responsibility for your own health and safety, and responsibility for the reporting of hazards that you believe could impact on health and safety within the ISM’s premises and other premises used by the ISM.
• Staff are expected to take part in the appraisal process and to undertake continuous professional development and training, such as may be necessary to meet our business objectives.
• Please note this job description provides a broad outline of the duties and requirements of the post and is subject to review and change to meet the ISM Group’s operational needs.

Skills, Competencies, Experience & Attributes

Essential:

• Very strong secretarial and administrative skills
• Strong governance skills
• Experience in preparing business documents, including Board papers and drafting and circulating Board minutes.
• Excellent attention to detail 
• Health and safety and risk management experience 
• Ability to draft letters and emails with minimal supervision in line with brand and style guidelines.
• Absolute loyalty, discretion and confidentiality.
• Excellent common sense and good judgement.
• A highly accurate and efficient record keeper.
• Good team player who works well under pressure and meets deadlines.
• Strong IT skills, including advanced knowledge using Microsoft Office packages such as Word, Excel, Outlook and PowerPoint. 
• Strong music background

Compensation & Benefits

• 25 days paid annual leave plus bank holidays, and extra days accrued on completion of service, up to 30 days. Part-time staff are entitled to leave pro rata.
• Five days' extra leave over the Christmas period (part-time pro rata).
• Workplace pension contribution of 3% in the first year and 10% after one year’s employment.
• Discounts include travel, fashion, days out, lifestyle, motoring, and more.
• Your professional development will be discussed with your line manager regularly in one-to-ones and an annual appraisal.
• Opportunities for learning and development are supported by external and internal training sessions and attendance at sector conferences and events.

Conditions of employment

• Please note that all offers of employment require two references and proof of eligibility to work in the UK.

Working locations

• Hybrid model, working in the London office and remotely

How to apply

• To apply, please send a CV and covering letter saying why you are the right person for the job to [email protected].
• Applications written using ChatGPT or any other AI generator will not be accepted.

Interviews

• If you are shortlisted for an interview, please let us know if you require any adjustments to make sure the interview process is accessible and inclusive. 
• Interviews will take place face-to-face, and applications generated by AI will not be considered.

Policies

We welcome applications from all people regardless of age, disability, gender identity, marital status, faith, family status or sexual orientation. To ensure we are meeting the needs of all musicians, we particularly encourage applications from communities which are underrepresented. ISM members are welcome to apply.

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