County Events & Courses Coordinator

Job Title: County Events & Courses Coordinator
Starting Salary: £27,694 progressing to £31,022 per annum (pro rata for part time)
Hours: 37.0

Core Hours – Monday – Friday however some evening and weekend work required throughout the year.

Location: Countywide

Base location Hatfield however, the postholder will be required to travel across Hertfordshire as part of this role.

Contract Type: Permanent
Directorate: Childrens Services

About the team

For over 40 years Hertfordshire Music Service (HMS) has delivered musical opportunities for young people throughout the county. The service is now one of the largest in the country, with thousands of young people involved in regular musical activities with hundreds of HMS teachers. The HMS 'Musical Voices' vision for 2020-30 aims to ensure all young people in Hertfordshire can discover their own unique musical voice as well as the service becoming a fully inclusive music service. To achieve the aims of the 'Musical Voices' vision, HMS is now continuing on a journey of transformation to ensure the service is best placed to meet the changing needs of the young people in Hertfordshire over the next decade.

Working closely with colleagues within the Hertfordshire Music Service Progression team, the County Events & Courses Coordinator plays a pivotal role in ensuring effective planning and delivery of not only our County Youth Music programme, but a range of Hertfordshire Music Service events, including our bi-annual Hertfordshire Schools’ Gala. In addition, the County Events & Courses Coordinator supports the effective delivery of the Hertfordshire Music Service CPD (Continuing Professional Development) programme, as well as termly exam days.

About the role

The postholder will be responsible for:

• Supporting the planning and delivery of courses, concerts, and events across Hertfordshire and occasionally at national and international venues, including the Royal Albert Hall and foreign tours. Each activity will be designed to provide a safe, inclusive, and enriching experience for children, young people, and their families.
• Coordinating with a wide range of venues — from schools and community centres to theatres and concert halls — to ensure all logistical and operational aspects are planned and executed effectively.
• Undertaking site visits to assess venue suitability, support on-the-ground logistics, and ensure all safeguarding, accessibility, and technical requirements are effectively considered.
• Preparing detailed course schedules and event itineraries, ensuring all stakeholders — including tutors, conductors, and administrative colleagues — have access to accurate and timely information.
• Liaising with course tutors and freelance conductors to confirm availability, share key event details, and ensure alignment on musical and educational objectives.
• Providing families and participants with clear, concise, and timely communications, keeping them informed of all relevant course and concert details, including dates, locations, and expectations.
• Maintaining and regularly update the Hertfordshire Music Service Events Calendar, ensuring internal and external stakeholders have access to accurate and current information.
• Collaborating with the marketing team to support the creation of concert programmes and the promotion of events through appropriate channels, including social media, newsletters, and printed materials.
• Liaising with the instrument team to identify and coordinate equipment needs, ensuring all instruments and technical resources are available and in working order for each course, event, and concert.
• Working closely with the Progression Administrator and other HMS colleagues to ensure all course, event, and concert information is accurately recorded and shared across systems, supporting effective planning, reporting, and evaluation.
• Collaborating with colleagues in the Musical Progression team to identify staffing needs for each event, managing rotas and briefing teams of between 5 and 20 personnel depending on the scale of the event. This includes HMS staff, tutors, freelance conductors, and other support roles.
• Supporting the planning and delivery of CPD training sessions and exam days throughout the academic year, coordinating logistics, venues, and communications to ensure a smooth experience for both staff and participants. This includes approximately 40 CPD sessions annually — a mix of in-person and online — and 2–5 exam days per term, each involving around 15 students.
• You will play a key role in coordinating the annual County Youth Music audition cycle, ensuring that application processes, audition scheduling, venue arrangements, and communications with families and tutors are managed efficiently and transparently.

About you

Essential:

• Full UK driving licence and access to a vehicle, as travel across Hertfordshire and occasionally further afield is required.
• Evidence of experience in coordinating complex schedules and logistics, ideally across multiple venues and stakeholders.
• Demonstrable skills in clear and professional communication with customers, colleagues, and external partners.
• Experience of working collaboratively within a team, with the ability to manage rotas, brief colleagues, and respond flexibly to changing needs.
• Strong IT skills, including confident use of Microsoft 365 applications and experience with data or customer management systems

Desirable:

• Experience in planning and delivering events, particularly concerts, training days, or educational programmes.
• Experience working with children and young people, ideally in a music or educational context.
• Understanding of safeguarding and accessibility considerations in event planning.
• Experience supporting audition processes or similar selection activities.
• Knowledge of Hertfordshire Music Service or similar music education organisations.
• Experience or willingness to drive a van, particularly for transporting instruments or event equipment.

We welcome applications from candidates who currently reside in the UK with established proof of right to work documentation. We are not able to offer sponsorship at this time for this role.

This job role is within the Business Support Services, level BUS7 job profile. Please locate this via:

Job profiles: Business support services

To hear more about this opportunity please contact Sean Law (sean.law@hertfordshire.gov.uk)

Interview Date: 17th and 18th September 2025

Benefits of working for us

How to apply

As part of your application, please upload your most recent CV. Ensure your CV is up to date with your employment history (including any employment gaps), and including any training/qualifications. We encourage you to include examples of where you have demonstrated the requirements/criteria in the advert / job profile to allow the panel to fully recognise your skills and abilities. You will have the opportunity to include a short covering paragraph within your application to give us a little more information about your skills, knowledge, and experiences.

Additional information

Disability Confident
We are proud to be a Disability Confident employer and guarantee an interview to anyone disclosing a disability whose application meets the minimum criteria for the post.

Safeguarding
This role has been identified as requiring a Disclosure & Barring Service (DBS) check.

Driving required
You’ll need to have the ability to drive and/or travel around Hertfordshire, either using your own mode of transport or a company car to travel to other locations.

English Fluency
The ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post (for those whose language is a signed language the provision of a sign language interpreter who speaks English to the necessary standard of fluency will be required). Further information about the legal requirement can be found here.