Music Finance and Bookings Coordinator

Employer: St Martin-in-the-Fields Limited  

Location: St Martin-in-the-Fields, Trafalgar Square, London, WC2N 4JJ. Position can be carried out remotely from home. 

Temporary: fixed-term until April 2027 

Working hours: Part time, 20 hours per week (0.5 FTE) 

Salary: £18,565.75 per annum (£37,131.50 FTE)  

Closing date: Sunday 28th June:

• Job description

  Nature and scope of the job

  We are seeking a Music Finance and Bookings Coordinator to join our Music team as Maternity Cover here at St Martin’s. The role is equivalent to 2.5 days per week, with the ideal candidate working flexibly across the full working week. The position can largely be carried out remotely from home and would suit someone who is organised, dependable, and happy working independently for much of the time. At the same time, the postholder will be part of a friendly and busy church music team and will be in regular contact with colleagues regarding services, concerts, bookings, and finance matters.

  Main duties and responsibilities

  Bookings

   Book singers and instrumentalists for concerts, aiming to confirm personnel a minimum of three months in advance;

   Book singers for regular church services, aiming to confirm personnel a minimum of one month in advance;

   Occasionally book singers for special church services at St Martin-in-the-Fields, liaising with clergy and other stakeholders as required (e.g. weddings and funerals);

   Maintain clear and timely communication with freelance singers and instrumentalists regarding bookings, changes and confirmations;

   Send reminder emails containing logistical information and music approximately one week before services and events, in liaison with team members;

   Arrange suitable deputies and emergency cover at short notice in the event of illness, travel disruption or other musician unavailability; and

   Maintain accurate and up-to-date booking records, including fees, availability and declined engagements, to support future booking and deputy planning.

  Finance

   Manage the day-to-day financial activities of the St Martin-in-the-Fields PCC music team and act as the main point of contact for finance-related matters;

   Monitor actual and budget variances in monthly management accounts and report regularly on financial performance;

   Analyse income and expenditure for in-house concerts and tours as required;

   Ensure all income received is correctly identified, coded and reported;

   Supply the relevant information for sales invoices to the finance team, and manage the coding and payment of supplier invoices;

   Ensure all costs relating to external events (e.g. Church of England and Diocese of Manchester engagements) are correctly invoiced;

   Maintain accurate records relating to the self-employed status and payment details of singers and instrumentalists;

   Prepare and process twice-monthly musician payment runs and distribute remittance advice notices; and

   Handle financial records and personal data sensitively, confidentially and in accordance with organisational policies and GDPR requirements.

  Please note that this is not an exhaustive description of responsibilities.

  Knowledge, skills, and abilities

  Essential

   Excellent organisational skills and the ability to manage multiple deadlines and priorities simultaneously;

   Exceptional attention to detail and accuracy;

   Ability to work independently and manage workload proactively with minimal supervision;

   Strong written communication skills and confidence communicating with a wide range of freelance musicians, clergy, and colleagues;

   Good administrative skills and the ability to maintain accurate records and databases;

   Proficiency in Microsoft Office, particularly Excel, Outlook and Word;

   Ability to handle sensitive financial and personal information confidentially and professionally; and

   Ability to remain calm and practical when dealing with last-minute changes or emergency cover arrangements.

   Experience of financial administration or tracking organisational income and expenditure;

   Experience of booking musicians or coordinating personnel for services, concerts or events;

   Experience working with freelance musicians or within an arts/music organisation; and

   Familiarity with self-employed invoicing and payment processes.

  Who we are looking for

  St Martin’s welcomes applications from all sections of the community and is committed to maintaining an inclusive working environment, with a diverse workforce. We value individuality, equality and representation and appoint on merit.

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