Members

Paid role currently held by alto Kirsty Christer. Not a trustee.

Summary: promote concerts and events, and maintain and improve the Chorus public profile

Skills and qualities required: excellent IT, communication, design and social media skills

• Develop and implement a marketing plan / calendar for each concert or event
• Produce regular social media posts on Facebook, Twitter and Instagram, and other platforms as may be appropriate
• Develop publicity assets for flyers, social media posts, posters, concert programmes etc, as required by the marketing plan / calendar
• Compile concert programmes for self-funded concerts and arrange for them to be printed in accordance with marketing plan deadlines
• Ensure photographs used to populate the Chorus website, for social media releases, concert programmes and publicity materials etc, are good quality, relevant and up-to-date
• Develop and agree Press Release schedules in line with the marketing plan / calendar
• Ensure marketing and publicity assets are quality controlled prior to release
• Liaise with the members who manage the website regarding website design and updates

Role currently held by bass Alan Anderson who is also a trustee, duties shared with soprano Rosemary Anderson and alto Anne Burleigh

Summary: seek out, acquire, distribute and return music as directed by Music Director

Skills and qualities required: excellent organisation, good record keeping, reliability

• Check the forthcoming repertoire and liaise with Musical Director if anything is unclear. Discuss with Musical Director whether any particular edition is required.
• Hire, buy or photocopy scores as appropriate in readiness to distribute at the first rehearsal. Confirm with Membership Secretary the current number of chorus members. Allow extra copies for any prospective members, check with New Member Secretary for estimate of numbers. Allow extra copies for Musical Director and Accompanist.
• When deciding on the hire period allow an adequate time after the concert to collect in and clean up scores. (The summer break can be a difficult time to chase up non-returned scores.)
• Hire and purchase costs will need to be discussed with the Treasurer before any order is made. The Treasurer will make any payments that are due.
• Number the scores and prepare lists for distribution of scores to chorus members. It is important to know who has which score so that it is clear who has not returned their score after the concert.
• Collect hire fees from chorus members, discuss with Secretary beforehand what amount to charge. The hire charge will depend on the cost of obtaining the score. A cash float will be needed. All money to be passed on the Treasurer.
• At each rehearsal scores should be available for any chorus members who have forgotten or lost their music and for any new or prospective members.
• After a concert scores to be collected in and checked off against the distribution lists. Any late returns to be contacted by email using an up to date membership list. Discuss with Chair of the Trustees what to do about any chorus member who does not return their score in a reasonable time despite repeated requests.
• Hired scores to be returned to the hirer at the stated time with all pencil markings erased. Inform the hirer of steps being taken to retrieve late copies.
• Photocopied and purchased scores to be placed in the SPC library and entries made on the spreadsheet of library contents.
• Keep the SPC library up to date and in good order. There is a spreadsheet of the current library contents. The SPC library is currently housed in the attic of the Broomhill Community Library.

Role currently held by soprano Helen Kirk.

Summary: Organise social events, support members

Skills and qualities required: Excellent organisation and communication, reliability, empathy

• Plan and organise social events
  • The post AGM cheese and wine party (refer to detailed planner on Sharepoint)
  • Sherry and mince pies in the interval of the Christmas Concert (refer to detailed planner on Sharepoint)
  • Post season party after final performance of the season, if applicable
  • Informal summer singing evening
  • Any social event requested by the committee, especially at self-funded concerts
• Demonstrate support for members, honorary members, Friends of the Chorus, and others during difficult times by sending cards.The Membership officer or other chorus members inform the Social Events Officer when this may be appropriate.
• Collect donations from members of the chorus for gifts and organise the purchasing of those gifts.
• Send a card, usually a photo card of the chorus, to members who leave the chorus after 20 years and are given Honorary membership status, as decided by Trustees.
• Send Christmas cards to Honorary members, Friends of the Chorus and others, referring to the up-to-date list on Sharepoint. The card contains the annual report from the Chair and will advertise the Christmas concert.

Role currently held by Georgina Hulse, who is also a trustee

Summary: stage management at rehearsals and events, firefighting, ensuring everything set up on the day and that performers know what they are doing and where to go etc

Skills and qualities required: excellent communication, reliability

Blue highlights show tasks currently covered by the Administrator

Concerts

• Check the suitability of any new venue prior to hiring with reference to environmental conditions, access, seating, heating, ventilation and lighting, to include reference to any member who has difficulties with mobility.
• Set up the venue for concert or recording with reference to environmental conditions, access, seating, heating, ventilation and lighting, to include reference to any member who has difficulties with mobility.
• Check the register in the event of an evacuation, using the emergency contact list as appropriate in the event of accident or illness.
• Collect and distribute comps by hand as appropriate
• First port of call to sort out problems that may arise with the running of the event on the day.
• Manage the stair climber storage and maintenance, and training and deployment of the team.

Rehearsals

• Check the suitability of the venue prior to hiring with reference to environmental conditions, access, seating, heating, ventilation and lighting, to include reference to any member who has difficulties with mobility.
• Acquire and supply rehearsal venue caretaker contact details to Chair, Event Planning Officer, Membership Officer, New Member Officer, Librarians, Secretary
• Check the setting up of the rehearsal venue including seating, piano, music stands and environmental considerations including heating, lighting, ventilation.

Role currently held by alto Kathy Towers. Role holder must be a trustee.

Summary: accurately minuting the AGM and Trustee meetings.

Skills and qualities required: good IT skills, good communication, reliability

Blue highlights show tasks currently covered by the Administrator

• Take minutes at Trustee meetings
• Amend Trustee minutes following check by Chair and Secretary
• Distribute Trustee minutes, upload to Sharepoint, arrange upload to website
• Take minutes at AGM
• Update Nomination form, check which trustees should stand down, check all standing again
• Collect nominations, use to compile table for use at meeting and subsequently in minutes
• Amend AGM minutes following check by Chair and Secretary
• Distribute AGM minutes, upload to Sharepoint, arrange upload to website

Rachel Mallaband from October 2025 (new role)

Summary: work with Halle and Darius re soloist fees and with agents about accommodation, parking, dress etc for their clients; draw up contracts and ensure their signed return.

Skills and qualities required: good IT skills, good communication, reliability

Blue highlights show tasks currently covered by the Administrator

• Liaise with Music Director / Halle Concert Society re soloists/agents 
• Send out contracts to soloists/ musicians, chase up returns, liaise with Finance Officer re payment
• Liaise with soloists and musicians re rehearsals, venue access, accommodation, car parking, concert dress, travel arrangements, dietary requirements, etc
• Complete and return concert venue contract, checking elements and responding as necessary.
• Make ticketing arrangements based on decisions, including setting up online ticketing with WeGotTickets or similar 
• Develop contract for soloists and other performers and keep them up-to-date in relation to Making Music guidelines
• Complete and return rehearsal venue contract, checking elements and amending as necessary
• Be a member of the Event Planning Group

Role currently held by alto Marianne Grayson. Role holder must become a trustee.

Summary: main point of contact with members, maintenance of membership database and attendance register. Trustee

Skills and qualities required: IT skills, excellent communication, reliability

Rehearsals

• Organise signing in and input rehearsal attendance records into Database
• Liaise with Voice Reps about attendance

Concerts

• Collate apologies for concert attendances and input to Database
• Liaise with Voice Reps to ensure members are aware when attendance is insufficient
• Collate and pass on special permission requests to MD
• Compile concert Singing List from database attendance records, apologies received and special permissions granted.
• Send Singing List to Administrator for inclusion in concert programme
• Use Singing List numbers for seating plan, share with relevant people for distribution
• Organise concert signing in
• Provide Event Manager with updated Emergency Contacts list for each concert

Auditions

• Organise re-audition dates, liaising with MD and Accompanist, and Administrator re venue
• Communicate with members needing re-auditions and organise timetable/signing up
• Attend on re-auditions days to encourage members, and provide back up to MD
• Attend on entrance audition days to provide back up to New Members Officer and welcome new members
• Input new member details and attendance into Database; assign chorus numbers; send welcome email, copying Finance Officer, Voice Rep, Administrator and New Members Officer
• Add new members email addresses as contacts in IT system, and to weekly update distribution list. Remove resigning members from weekly update list.

Voice coaching

• Send Database to MD ahead of voice coaching sessions, to enable creation of coaching list
• Note which members attend coaching and amend Database

Record keeping

• Maintain Active Singer list on Database and update with all membership changes (resignations, leave of absences, new members, rehearsal and concert attendances)
• Be the point of contact for data collection from members, eg change of address, emergency contacts and photos etc, and input these details into Database
• Pass on members’ communications on resignations, leave of absences, and health and pastoral issues to relevant Voice Rep, and to Social Events Officer when a good wishes card from the Chorus is appropriate
• Ensure Trustees and Voice Reps are regularly updated with membership lists and are made aware of new members’ details and resigning members. Pass on relevant details to enable the Chorus Administrator to maintain the non-members database.
• Provide brief Membership Update on numbers and attendance, and Membership Changes Diary, for each committee meeting

Other

• Inform Administrator whenever a long-standing member (25 years plus) leaves, so they can be placed on the Hon Member database.
• Send Leavers Survey to resigning members, and collate results for Trustees as appropriate
• Make new annual Membership Cards in time for AGM, give to Finance Officer for distribution to members who have paid their subs and filled their subs forms
• Liaise with Finance Officer to track subs payments and subs forms, and follow-up with members or liaise with Voice Reps for chasing when necessary
• Do annual check to ensure that member details submitted on Subs Forms match Database records
• Manage Voice Exchange

Role created October 2025, currently held by alto Ros Hobson

Summary: oversee planning of events, run and administer planning group, liaise with Darius, City Hall and concert venues, ensure relevant officers informed for such as weekly update, liaison with performers, compilation of contracts etc. Trustee

Skills and qualities required: good communication, IT skills, reliability, ability to plan ahead so deadlines are met

Blue highlights show tasks currently covered by the Administrator

Planning and running events

• Organise Event Planning group, keep up-to-date record of planning eg via Event Planners
• Send concert details to Marketing and Publicity Officer to enable compilation of Marketing and Publicity plan for each season
• Book concert venue if necessary (not City Hall)
• Check date and venue for compulsory piano rehearsal; book venue if necessary, inform Secretary for weekly update
• Acquire venue H&S / Evacuation procedures and share with Chorus and performers, arrange upload to website
• Compile concert rider a few weeks before each concert, send to venue staff, subsequent back-and-forth liaison to finalise arrangements
• Check concert arrangements and compile instructions for members and visiting performers, arrange upload to website and add to weekly update; after concert arrange move to website, archive page(s)
• Sort rooming for conductor, soloists, orchestra and chorus, including arranging signage with the venue; inform Contracts Officer to enable liaison with performers
• Liaise with venue re access, dressing rooms, green room facilities etc; inform Contracts Officer to enable liaison with performers
• Liaise with the venue regarding timings of rehearsal and performance, arrival of any instruments and equipment
• Liaise with the venue regarding “front of house” including any personnel requirements, acquiring required personnel, possible sale of merchandise and publicity for the Chorus, in liaison with the Marketing and Publicity Officer.
• Organise comps to be left at box office or posted etc

Planning Electives

• Compile elective sign-up sheets, respond to lack of take-up as appropriate
• Liaise with Heart Research UK, Millennium Galleries, Kelham Island etc, re elective details
• Respond to other requests to supply choir for ad hoc events as they crop up
• Arrange electives – agree dates, check conductor free, liaise re programme, logistics and venue, compile information for members, add to weekly update and arrange upload to website
• Update and issue elective information sheets once everything confirmed

Role currently held by alto Jane Parkin. Role holder must be a trustee.

Summary: oversee financial matters in line with good practice and in accordance with the Constitution and legal requirements, report to Trustees about financial health and ensure that appropriate and effective financial measures, controls and procedures are in place and are followed. Trustee

Skills and qualities required: excellent IT skills, good with numbers and finance/bookkeeping, reliability

Blue highlights show tasks currently covered by the Administrator

Main Duties

• Maintain financial accounts, currently these are stored on the Paxton Charities Accounting system.
• Bank income or obtain details from other SPC officers of income they have banked.
• Pay invoices in line with agreed procedures.
• Maintain card reader (currently Sumup) and produce at events as required.
• At end of financial year, produce annual accounts and report for independent examiner to check and then for inclusion in SPC’s Annual Report for the AGM.
• Provide financial and budgeting reports as required by SPC Trustees, and update these prior to each trustee meeting.
• Review and renew insurance and pay any PRS when information provided by Making Music; download insurance documentation and make available on SPC website.
• Annually review fees paid to Music Director, Accompanist and Voice Coach and agree changes with Committee.
• Annually review subscription rates and agree amounts with Committee to be ratified at AGM.
• Annually claim gift aid from HMRC.
• Annually update the Charity Commission with any changes to trustees and upload the SPC’s annual report.
• Set up SICS concert spreadsheet using formula agreed with Halle Concert Society, amended for each concert
• Update SICS concert spreadsheet with final ticket numbers and income

Monthly Duties

• Check and pay invoices from Music Director, Accompanist and Voice Coach.
• Check and pay other invoices according to agreed procedures.
• Download electronic bank statement; currently the SPC has a Cooperative Business bank account.
• Update Paxton accounting system with details of any new members; set up new account codes for new concerts/events.
• Upload electronic bank statement onto Paxton accounting system; check that the Paxton accounts agree with the bank statement.
• Before each Committee meeting produce and send out Income and Expenditure report to end of latest month in season, together with updated budget reports.

Specific duties August – September

• Finalise previous year’s accounts (01/08 – 31/07).
• On accounting system, finalise each month of accounts for the preceding season before anything can be logged against a new financial year (the system holds amendable transactions against just 2 financial years’ accounts).
• Draft Annual Report tables and Financial report.
• Send relevant documentation to Independent Examiner; discuss and agree final end-of-year report.
• Review annual fees based on CPI in April, agree new rates in Committee and inform Music Director, Accompanist & Voice Coach.
• Produce Gift Aid spreadsheet and send to HMRC to claim gift aid.
• Review subscription rates based on accounts, agree any changes with Committee before AGM ratifies.
• Update subscription form (electronic copy) ready to issue after AGM.

Specific duties Following AGM

• Upload annual report to Charity Commission website and update their website with changes in trustees as agreed at AGM.
• Hand out membership cards to people who have paid their subs.

Role created October 2025 (reduced administrator role). Role holder must be a trustee. Currently held by soprano Christine Pennington.

Summary: general administration. Trustee

Skills and qualities required: good communication, IT skills, reliability

Blue highlights show tasks currently covered by the Administrator

GOVERNANCE

• Support the Chair in developing and updating policies, scheduling review of each
• Deal with administration relating to governance issues

AGM (THIS RESPONSIBILITY COULD BE DELEGATED) ALL COMPLETED FOR 2025-26 SEASON

• Check any actions from previous AGM, updates from Charity Commission, date Annual Report has to be ready etc, use to work out schedule for AGM planning
• Assist Chair in compiling Achievements section of Annual Report, updating tables from concert records etc as appropriate
• Update general sections of Annual Report after checking for CC updates
• Compile officer contributions into Annual Report, taking care with finance tables
• Write AGM agenda and notification emails, checking compliance with Constitution
• Add notification to weekly update a month before, send official notice 2 weeks before
• Liaise with Social Events Officer re post-AGM social, add arrangements to weekly update
• Upload Trustee Annual Report to Sharepoint (enables any trustee to send accounts to public if they ask, requests for which we must comply – CC rules)

CONCERTS

• Email Friends, Friends for Life, Hon Members, pianists, Vocal Coach, press, dignitaries etc with ticket offer/comps and/or invitation to event, respond to replies, arrange tickets as required
• Compile risk assessments for each concert or event, share instructions with members THIS TASK COULD BE DELEGATED
• Deal with admin relating to any PRS due, including check whether payable or included in venue hire fee THIS TASK COULD BE DELEGATED

GENERAL

• Liaise with Vocal Coach annually in good time re her 9 dates, avoiding compulsories, inform Music Director, Accompanist, Membership Officer, New Member Officer when fixed COMPLETED FOR 2025-26 SEASON
• Gather relevant information, compile and send out weekly update THIS TASK COULD BE DELEGATED
• Maintain non-member database, including Christmas card list for Social Events Officer
• Acknowledge and forward emails from soloists looking for work, other choirs publicising concerts, requests for us to sing at various events etc, eg to Music Director, Event Planning Officer etc
• Prompt Music Director for rehearsal schedule, work out compulsories and share with relevant officers COMPLETED FOR 2025-26 SEASON
• Book rooms with rehearsal venue for the year, including small room with keyboard for Vocal Coach COMPLETED FOR 2025-26 SEASON
• Order and distribute name badges for new committee members etc THIS TASK COULD BE DELEGATED
• Set up, administer and share outcomes of chorus surveys via online agencies THIS TASK COULD BE DELEGATED
• Records management – Sharepoint, including version histories