Administrator
Willow Wood Hospice
The closing date is 21 April 2025
Job summary
We
are looking to recruit a professional and self-motivated individual to join our
existing Income Generation team To
provide a comprehensive, confidential and effective administration support
service to the Director of Fundraising & Communications and the wider Income
Generation Team.
This
is not a new position, but an exciting opportunity to bring your skills to a
well-established team. If you are highly organised with excellent
administration and communication skills and thrive in a fast-paced environment
where your work makes a real difference, we'd love to hear from you.
Main duties of the job
Under
the direction of the Director of Fundraising & Communications, you will be
responsible for the day to day support of all income generation activities and
the overall income generation office, a team which are of vital importance to
the successful running of the Hospice.
About us
Please visit our website www.willowwood.org.uk for further
details, job description/person specification and application form
We hire great people from a wide
variety of backgrounds, not just because its the right thing to do, but
because it makes Willow Wood Hospice stronger.
We reserve the right to close this vacancy early if we receive
sufficient applications for the role.
Therefore, if you are interested, please submit your application as
early as possible.
Job description
Job responsibilities
Main
responsibilities
- To provide a whole range of
administrative duties to the Director of Fundraising & Communications.
- Act as a first point of contact for
all enquiries relating to income generation (via telephone, post, email, face
to face).
- Where needed support the fundraising
team with event administration including administration of CRM database
(Donorflex), sponsorship follow up, sending out supporter packs and other donor
stewardship administration.
- Be responsible for tracking,
recording, thanking and follow up of all Gifts in Kind.
- To support processes to ensure all
shop gift aid declarations comply with HMRC regulations, to oversee the
addition of records to Epos software and to ensure forms are securely saved for
future audits.
- To generate the quarterly shops Gift
Aid claim and letter run followed by Gift Aid Audit.
- Responsible for distribution of
relevant materials to the charity shops and disseminating any paperwork
received from them.
- Co-ordinate the volunteer support in
the office and delegate any relevant tasks
- Produce a variety of documents in
preparation for meetings i.e. Agendas, presentations, handouts plus the taking
and distribution of minutes.
- To accurately record attendance data
using relevant system.
- General office administration tasks
and organisation, including ordering of office supplies and being responsible
for the fundraising stockroom.
- To adhere strictly to data protection
legislation and best practice guidelines regarding data from donors
- To support the planning and
preparation of departmental meetings, including accurate taking and
distribution of minutes
-
To participate in hospice education
and training programmes
- Any other duty reasonably assigned by
your line manager
- Co-ordinate the Income Generation
Volunteer support in the office and delegate any relevant tasks.
- To assist in the induction and
training of volunteers working within the department.
- To help arrange and coordinate
volunteer attendance/support at Income Generation events and to arrange hospice
ambassadors to attend events as required.
Job description
Job responsibilities
Main
responsibilities
- To provide a whole range of
administrative duties to the Director of Fundraising & Communications.
- Act as a first point of contact for
all enquiries relating to income generation (via telephone, post, email, face
to face).
- Where needed support the fundraising
team with event administration including administration of CRM database
(Donorflex), sponsorship follow up, sending out supporter packs and other donor
stewardship administration.
- Be responsible for tracking,
recording, thanking and follow up of all Gifts in Kind.
- To support processes to ensure all
shop gift aid declarations comply with HMRC regulations, to oversee the
addition of records to Epos software and to ensure forms are securely saved for
future audits.
- To generate the quarterly shops Gift
Aid claim and letter run followed by Gift Aid Audit.
- Responsible for distribution of
relevant materials to the charity shops and disseminating any paperwork
received from them.
- Co-ordinate the volunteer support in
the office and delegate any relevant tasks
- Produce a variety of documents in
preparation for meetings i.e. Agendas, presentations, handouts plus the taking
and distribution of minutes.
- To accurately record attendance data
using relevant system.
- General office administration tasks
and organisation, including ordering of office supplies and being responsible
for the fundraising stockroom.
- To adhere strictly to data protection
legislation and best practice guidelines regarding data from donors
- To support the planning and
preparation of departmental meetings, including accurate taking and
distribution of minutes
-
To participate in hospice education
and training programmes
- Any other duty reasonably assigned by
your line manager
- Co-ordinate the Income Generation
Volunteer support in the office and delegate any relevant tasks.
- To assist in the induction and
training of volunteers working within the department.
- To help arrange and coordinate
volunteer attendance/support at Income Generation events and to arrange hospice
ambassadors to attend events as required.
Person Specification
Experience
Essential
- - Excellent administration and organisational skills
- - Proficient in using all Microsoft Office applications
- - Excellent planning and time management skills
- - Attention to detail
- - Experience of organising and preparing meetings, diary management, arranging travel, accurate taking and distribution of minutes.
- - The ability to introduce, develop and maintain support systems
- - A strong awareness of confidentiality, data protection and GDPR legislation
Desirable
- - Experience of working for a Hospice, NHS and/or charity.
- - Understanding of Epos systems
- - Experience of working with CRM systems e.g. Donorflex
- - Experience in the administration and processing of Gift Aid claims
- - Experience of supporting a Senior Management Team including
- - Workload planning and prioritisation
- - Knowledge and understanding of Charity Gift Aid
Personal and other qualities
Essential
- - Commitment to the ethos and values of the hospice.
- - Self-motivated and able to use initiative.
- - Able to plan, manage and prioritise own workload.
- - Able to work on a number of projects simultaneously.
- - Able to work under pressure and to deadlines.
- - Understanding of and compliance with confidentiality and GDPR.
- - Ability to work under pressure at times.
- - Flexible to the changing needs of the post.
- - Willingness to work occasional evenings and weekends to fulfil the requirements of the post.
Desirable
- - A full driving licence and access to a vehicle insured for business use.
Communication
Essential
- - Impeccable written and verbal communication skills
Desirable
Person Specification
Experience
Essential
- - Excellent administration and organisational skills
- - Proficient in using all Microsoft Office applications
- - Excellent planning and time management skills
- - Attention to detail
- - Experience of organising and preparing meetings, diary management, arranging travel, accurate taking and distribution of minutes.
- - The ability to introduce, develop and maintain support systems
- - A strong awareness of confidentiality, data protection and GDPR legislation
Desirable
- - Experience of working for a Hospice, NHS and/or charity.
- - Understanding of Epos systems
- - Experience of working with CRM systems e.g. Donorflex
- - Experience in the administration and processing of Gift Aid claims
- - Experience of supporting a Senior Management Team including
- - Workload planning and prioritisation
- - Knowledge and understanding of Charity Gift Aid
Personal and other qualities
Essential
- - Commitment to the ethos and values of the hospice.
- - Self-motivated and able to use initiative.
- - Able to plan, manage and prioritise own workload.
- - Able to work on a number of projects simultaneously.
- - Able to work under pressure and to deadlines.
- - Understanding of and compliance with confidentiality and GDPR.
- - Ability to work under pressure at times.
- - Flexible to the changing needs of the post.
- - Willingness to work occasional evenings and weekends to fulfil the requirements of the post.
Desirable
- - A full driving licence and access to a vehicle insured for business use.
Communication
Essential
- - Impeccable written and verbal communication skills
Desirable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
