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New role descriptions

 Role descriptions

See also roles overview

New roles

a. Membership secretary

b. Marketing officer

c. Kidsophonic project reps (2)

Committee roles

d. NSW Chair

e. NSW Secretary

f. NSWO and NWE Reps

Planning team roles which may also be expanded to incorporate NSWO and NWE elements:

NSW librarian

NSW logistics

 New roles

Membership secretary

Purpose: To be the key point of contact for registration of existing and new members of NSW

Key tasks

· Manage annual registration – paperwork or online form as appropriate

· Liaise with Treasurer to record and check on subscription payments

· Maintain up to date spreadsheet of membership

· Prepare weekly register for health and safety

· Handle new member enquiries

· Coordinate instrument insurance

· Manage circulation lists and methods to provide information to members e.g. cancellation/snow warnings

· Ensure personal data is stored appropriately and adheres to organisation and statutory privacy policies

Notes: Will work closely with NSW Secretary (see below) and leaders/section leaders of each group



Marketing and publicity

Purpose: Develop audiences for NSWO and NWE

Key tasks

· Oversee creation, design and distribution of print (posters, leaflet and brochures)

· Manage online presence – web site, social media*

· Contacting media as appropriate

· Booking space on displays (libraries etc) and in magazines

· Friends scheme

*Notes: There may be scope for a separate role of

Web site manager who will manage and update the web site, Facebook page and other oniine channels as needed.


Kidsophonic Project Reps (x2)

Purpose: To coordinate activities for the Kidsophonic concert (two roles, one for each group)

Key tasks

· Have input to theme and programme as needed

· work closely with conductor, lighting technicians, venue, Santa etc to ensure smooth running of event

· liaise with members on dress code and theme

· purchase/provide props as needed

· purchase gifts for audience/children

· post event follow up


Committee Roles 


NSW Chair

Purpose: The Chairperson has a strategic role to play in representing the vision and goals of the organisation. The Chairperson ensures that the committee functions properly, that there is full participation at meetings, all relevant matters are discussed and that effective decisions are made and carried out.

Key tasks

Ensure the management committee functions properly.

· To plan and run meetings

· To ensure matters are dealt with in an orderly, efficient manner.

· To bring impartiality and objectivity to meetings and decision-making

Ensure the organisation is managed effectively.

 · To liaise with other committee members, as appropriate, to keep an overview of the organisation’s affairs

 · To co-ordinate the committee to ensure responsibilities for particular aspects of management (e.g. concert planning, financial control etc) are met

 · To facilitate change where appropriate

 · To act as a trustee for the NSW charity

 Qualities and Skills Required

 · Good leadership, communication and interpersonal skills

· Impartiality, fairness and the ability to respect confidences

 · Ability to ensure decisions are taken and followed-up

 · Tact and diplomacy

 · Understanding of the roles/responsibilities of a management committee

 · Ideally, previous experience of organisational and people management.



NSW Secretary


The role of the secretary is to support the chair in ensuring the smooth functioning of the organisation, to handle the day-to-day administration of the organisation, and to act as key point of contact for planning and booking concerts and rehearsals.

Key tasks

Ensure responsible administration

 · Plan and prepare agendas for the committee meetings in consultation with the Chair

 · Minute meetings and circulate the draft minutes to all committee members.

 · Ensure minutes are approved, and that committee members have carried out action(s) agreed.

 · Circulate agendas and minutes of the annual general meeting (AGM) and any special or extraordinary general meetings.

 · Ensure up-to-date records are kept of committee membership.

 · Handle enquiries on behalf of the organisation, including any correspondence (membership secretary handles membership  enquiries)

 · Ensure personal data is stored appropriately and adheres to organisation and statutory privacy policies

 · Act as trustee for NSW charity

 Concert and rehearsal management for NSW

 · Set and communicate rehearsal dates (based on school holiday calendar and other constraints)

 · Book and liaise with venue(s) for rehearsals and concerts

 · Arrange concert dates/types/styles before start of new season

 · Book conductors, extra players, equipment as needed

 · Manage process of programme selection

Qualities and Skills

 · Well organised and with an eye for detail

 · Good communication and interpersonal skills

 · Impartiality, fairness and the ability to respect confidences

 · Ideally, prior experience of committee work and procedures


 (As this is a key role, there is additional support in place for NSW Secretary –

 1. Membership secretary handles membership enquiries

 2. NSWO and NWE reps support for rehearsals and concerts


NSWO and NWE Representatives

Purpose: The overall role of the NSWO and NWE representatives is to provide a voice for the members of each organisation. In addition, the rep provides practical support at rehearsals and concerts to help ensure smooth running of key events

 Represent the group on the committee and planning team(s)

· Attend meetings as required

 · Liaise with committee and members about matters pertaining to the group

 · Ensure committee are in touch with collective and individual views of the group

 · Feed back information from meetings as appropriate

 **NEW** Provide support to NSW secretary at rehearsals and concerts

 · Administration at rehearsals - take register, communicate with own group (NSWO or NWE as appropriate) to provide updates e.g. notices, oversee refreshments

 · Ensure setup and clear away processes, especially on concert days

 · Support at concerts - liaise with conductor, NSW Secretary and members to create engaging programmes for concerts

 Qualities and Skills

 · Approachable, and a good communicator

 · A willingness to be contacted on an ad hoc basis

 · Ability to ensure decisions are taken and followed up


Player Vacancies
If you are a woodwind, brass or percussion player we are always interested to hear from you.
NSWO - We are currently looking for  Percussion.
NWE - We are currently looking for players in all sections for the new term.
Phone Margaret on 0115 9410543