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Studio administrator and customer service all rounder – mainly work from home


The Rhythm Tree, Melbourne, Northern Suburbs

Administration & Office Support,  Administrative Assistant
$48,750 – $58,500 pro rata – plus super
Part Time

Job description

Studio administrator and customer service all rounder  

  • Melbourne based – mainly working from home
  • Nurturing and supportive company culture 
  • Semi flexible hours (within school hours if required)


About The Rhythm Tree

For the past 11 years The Rhythm Tree has been growing harmonious, musical families and communities in Melbourne and inspiring them to bring the joy of music into their everyday lives.

Pre Covid-19, The Rhythm Tree reached 550 families each trimester with 10 teachers delivering 50 pressure free, joyful family music classes (for 0-5 year olds …and the grownups who love them) and Rhythm Kids classes (drumming, singing and movement classes for 4-8 year olds) per week over 6 venues around Melbourne including CERES Environmental Park (our main venue).

The Rhythm Tree was also the main international teacher training centre for Music Together Worldwide hosting an annual teacher training in October each year and was awarded ‘The best local 0-5 year activity in Australia’ in the national ‘Fun 4 Kids’ Awards.

Having successfully pivoted the business in 2020 to being completely online, The Rhythm Tree is now delighted to be back running face to face classes (whilst keeping an online branch) and is looking for a new customer service administrator to support its full growth in 2021 and beyond.


The role

We are looking for a dynamic and committed Melbourne based administrator who is willing to go above and beyond in ensuring the smooth running of The Rhythm Tree, managing and overseeing the entire enrolments process and providing the best customer service experience which will delight families from the moment of first contact and as they continue their musical journey with us. 

Whilst this role is mainly virtual, you will be in daily communication with the studio owner, families and teachers and will also be available for face to face meetings, resource organising at venues, teacher and team trainings and workshops and any adhoc errands. As well as this, you will be required to assist with up to five ‘out of hours’ events per year (weekends and evening) e.g. family boogie, end of year gathering, online Uncle Gerry concert, team retreat. 


A typical day may include the following:

  • Providing warm, empathic and and highly knowledgeable front line customer service; responding to oodles of emails and maybe a handful of phone calls, answering questions, managing class change requests and cancellations etc 

  • Processing new class registrations and payments using Jack Rabbit software

  • Adding new families to the Mailerlite database and setting up email sequences.

  • Making onboarding calls to new families welcoming them to the family and explaining how things work.

  • Taking part in a 30 min Zoom with Jack Rabbit software support to learn something new about the software

  • Following up new family enquiries made by email, telephone and social media and add them to our Trello board

  • Following up families who have been for a trial 

  • Managing Family Treehouse (private Facebook group) membership

  • Chasing up late payments

  • Writing, proofreading and sending an email to our database

  • Making changes to class schedules and managing the timetable.

  • Making a few quick website updates including updating policies

  • Liaising with studio owner and teachers on Trello about families

  • Uploading a teacher’s video to Youtube and posting in our Facebook page

  • Providing tech support for a teachers and studio owner

  • Partaking in project based work focusing on the improvement of operations and the functionality of the company.

  • Doing adhoc activities and errands advised by the studio owner


This job might be for you if you :

  • Love children and the arts, particularly music

  • Are a ‘glass half full’ type of person who enjoys bringing sunshine into the lives of others

  • Are naturally warm, compassionate and love helping ALL people

  • Have strong IT skills and have sound knowledge in basic operating systems 

  • Are passionate about systems, administration and paperwork.

  • Communicate clearly.  You write well and speak eloquently. You can explain just about anything to anyone and you are comfortable both in writing and on the phone.

  • Have the ability to prioritise and get things done. When running a small business, priorities change all the time. We need someone who is able to keep an eye on the big picture whilst creating order from the chaos to ensure that we deliver on time, every time. You are super productive and a powerful planner. When deadlines approach, you rise to meet them.

  • Love solving problems, taking on difficult challenges and finding creative solutions

  • Think on your feet. You like learning new things and can learn quickly. When things change you know how to roll with the punches.

  • Are willing to be up to speed in the basics of Jack Rabbit studio software by the 1st interview.

  • Enjoy a challenge such as having to rearrange a timetable in 20 minutes when a teacher has called in sick.

  • Are good at mediating payment issues and clearly communicating policies and guidelines.

  • Don’t get flustered easily. If you don’t know the answers, you’ll dig until you find them.

  • Are patient, level headed and cool under pressure. 

  • Pay attention to details. As far as you are concerned, anything worth doing is worth doing right, every single time. You stay focused and nothing falls through the cracks on your watch

  • Believe in becoming a better version of yourself every day through personal and professional development. You have a growth mindset and seize opportunities to grow and learn.

  • Are motivated and driven. You are happy taking ownership of your own time.


More information about the position

Start Date: ASAP

Part time position: 25 hours per week (with potential to expand)

Work days: Monday to Friday essential

Working hours: Ideally you would be working from 8.30 to 2.30pm each day but there is some room for flexibility, particularly within school hours, for the right candidate.

Location: Mainly working from home however we would like you to be based in Melbourne for occasional meet ups and to be involved in events, team workshops and any resource organisation at venues.

Resources: The Rhythm Tree mobile phone will be provided however you will be required to use your own personal laptop.



If this feels like an opportunity that would make your heart sing, please submit the following:

  1. Completed Google form

  2. A current resume or curriculum vitae – uploaded to Google drive and shared with

  3. A  two to three minute zoom screen share video demonstrating your knowledge and skill in using at least two of the programs listed in section two. Please also leave 30 seconds at the end to tell us about a favourite musical memory from your childhood, – Also- uploaded to Google drive and shared with


Applications close at 12 noon on Thursday 20 May, 2021


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