Job summary
The post-holder will be the first point of contact and act as a helpful and knowledgeable "front-line face" of the Royal Berks Charity with donors, patients and their relatives, volunteers and hospital staff.
They will be responsible for the financial administration and recording of income received into the fundraising portfolio, preparing reports of allocations for the charity and finance teams. The post holder will have responsibility for the management of the Charity database, ensuring data is collected and entered correctly, providing sound data for fundraising activities and reporting requirements and adhering to GDPR protocols at all times.
The role will also provide support to the fundraising team to help maximise income to the charity to meet the objectives of the income generation and action plan.
Main duties of the job
Supporter care
- To be the first point of contact for all enquiries and signpost to appropriate charity colleague
- Ensure all stakeholder enquiries are handled appropriately and in a timely manner
- Ensure all donations are acknowledged correctly and promptly.
- Record all event registrations and ticket sales on CRM
- Assist at Charity events which may include evenings and weekends
Finance
- Responsible for processing online and offline income on the database
- Responsible for counting and processing of all cash donations
- Responsible for creation of acknowledgement letters and certificates
- Responsible for claiming Gift Aid income and ensuring all documentation, processes and database functionality meet best practice standards
- Work with the finance department on monthly reconciliation of income and ensure records are kept in accordance with legal/statutory guidelines for financial audit and accounting requirements
Data information and administration
- Responsible for day-to-day management and development of the CRM
- Carry out regular data cleansing
- Responsible for data management according to Data Protection legislation and good practice
- Produce reports on income, donors or activities and provide feedback to relevant colleagues on performance/trends
- Support the team to carry out data selections for campaigns, recording contact histories, campaign links, source codes and bulk mailings
About us
It is an exciting time to join the Royal Berks Charity as we continue to grow and develop. Our organisational values are the guiding principles that set out how we work: Compassionate, Aspirational, Resourceful and Excellent.
We are wholly focused on supporting the Royal Berkshire NHS Foundation Trust, working together to provide outstanding care for patients, staff and the wider community by raising funds for projects that:
- enhance facilities and the environment for patients, visitors and staff
- purchase equipment that goes above and beyond that funded by the NHS
- improve staff wellbeing and training for the benefit of patient care
- support refurbishment of clinical and non-clinical areas
Job description
Job responsibilities
KEY RELATIONSHIPS
Internal ExternalCharity colleagues SupportersFinance colleagues DonorsProcurement colleagues SuppliersVolunteers
KEY RESPONSIBILITIESThe post holders primary duties and responsibilities are as follows:
Relationship management and supporter care
- To be the first point of contact for enquiries, either through post, shared mailboxes or phone, record all relevant donor and supporter information and signpost to appropriate charity colleague
- To be responsible for ensuring all Charity stakeholder enquiries and requests are handled appropriately, professionally and in a timely manner in line with the charity stewardship programme, building and nurturing good relationships with donors and colleagues across the Trust
- To ensure that all donations are acknowledged correctly and promptly in line with the charity stewardship programme, ensuring personalisation of supporter communications wherever possible across all channels, and recording and filing all relevant communications.
- To be responsible for the recording of event registrations and ticket sales on the charity CRM system.
- To act as the Fundraising Complaints Co-ordinator, ensuring any complaints are dealt with in line with the Fundraising Complaints Procedure, and follow best practice as set out by the Institute of Fundraising code of practice, the Fundraising Regulator and all other requirements of an ethical and professional fundraising charity.
Finance
- To be responsible for processing online and offline income accurately by importing, downloading and integrating data ensuring Gift Aid details are complete and up to date on the CRM database, and investigating any unidentified income.
- To be responsible for the sorting, counting and processing of cash donations, collection tins and cash for coins, including the creation of acknowledgement letters and certificates where appropriate in line with the stewardship programme.
- To be responsible for claiming and maximising Gift Aid income and ensuring that all documentation, processes and database functionality relating to Gift Aid declarations are in place and meet the standards laid out by the HMRC and best-practice
- To work with the finance department on monthly reconciliation of all income raised by the Charity and to ensure that records are kept in accordance with legal/statutory guidelines for financial audit and accounting requirements.
- To be responsible for ensuring all gifts-in-kind are recorded appropriately
- To be responsible for ordering of items and processing of invoices to support the operational running of the charity.
Data information and administration
- To be responsible for the day-to-day management and development of the Charity CRM, ensuring data accuracy; including adding new donor details, communications with supporters, and mailing preferences, maintaining the integrity and cleanliness of the highest quality supporter data
- To carry out regular data cleansing and monthly de-duplicating of contacts
- To take full responsibility for data management including data protection, filing and record keeping according to the relevant Data Protection and HMRC legislations and good practice
- To produce regular and ad hoc reports on income, donors or activities, and using data to identify trends and issues and giving proactive feedback to the fundraising team and Charity Director
- To administer and utilise the full potential of online partners, such as JustGiving and Enthuse
- Maintaining up-to-date filing systems, both manual and electronic as appropriate
- Assist with mass communications from the database by pulling relevant data from the charity CRM, sending mass emails and recording responses consistently
- Support the team to carry out data selections for internal and external campaigns, recording contact histories, campaign links, source codes and bulk mailings
- Be responsible for the allocation of merchandise, monitoring and keeping an accurate record of stock levels, liaising with merchandise supplier, advising the fundraising managers and Charity Director when stock needs replenishing and raising purchase requisitions.
Other
- To keep well informed of all Royal Berks Charity activity and the work of the Royal Berkshire NHS Foundation Trust.
- Participate in any specific projects, such as technology improvements or outsourcing requirements and carry out other associated duties as may arise, develop or be assigned in line with the broad remit of the post.
- Assist at Charity events as and when required this may include evenings and weekends
Job description
Job responsibilities
KEY RELATIONSHIPS
Internal ExternalCharity colleagues SupportersFinance colleagues DonorsProcurement colleagues SuppliersVolunteers
KEY RESPONSIBILITIESThe post holders primary duties and responsibilities are as follows:
Relationship management and supporter care
- To be the first point of contact for enquiries, either through post, shared mailboxes or phone, record all relevant donor and supporter information and signpost to appropriate charity colleague
- To be responsible for ensuring all Charity stakeholder enquiries and requests are handled appropriately, professionally and in a timely manner in line with the charity stewardship programme, building and nurturing good relationships with donors and colleagues across the Trust
- To ensure that all donations are acknowledged correctly and promptly in line with the charity stewardship programme, ensuring personalisation of supporter communications wherever possible across all channels, and recording and filing all relevant communications.
- To be responsible for the recording of event registrations and ticket sales on the charity CRM system.
- To act as the Fundraising Complaints Co-ordinator, ensuring any complaints are dealt with in line with the Fundraising Complaints Procedure, and follow best practice as set out by the Institute of Fundraising code of practice, the Fundraising Regulator and all other requirements of an ethical and professional fundraising charity.
Finance
- To be responsible for processing online and offline income accurately by importing, downloading and integrating data ensuring Gift Aid details are complete and up to date on the CRM database, and investigating any unidentified income.
- To be responsible for the sorting, counting and processing of cash donations, collection tins and cash for coins, including the creation of acknowledgement letters and certificates where appropriate in line with the stewardship programme.
- To be responsible for claiming and maximising Gift Aid income and ensuring that all documentation, processes and database functionality relating to Gift Aid declarations are in place and meet the standards laid out by the HMRC and best-practice
- To work with the finance department on monthly reconciliation of all income raised by the Charity and to ensure that records are kept in accordance with legal/statutory guidelines for financial audit and accounting requirements.
- To be responsible for ensuring all gifts-in-kind are recorded appropriately
- To be responsible for ordering of items and processing of invoices to support the operational running of the charity.
Data information and administration
- To be responsible for the day-to-day management and development of the Charity CRM, ensuring data accuracy; including adding new donor details, communications with supporters, and mailing preferences, maintaining the integrity and cleanliness of the highest quality supporter data
- To carry out regular data cleansing and monthly de-duplicating of contacts
- To take full responsibility for data management including data protection, filing and record keeping according to the relevant Data Protection and HMRC legislations and good practice
- To produce regular and ad hoc reports on income, donors or activities, and using data to identify trends and issues and giving proactive feedback to the fundraising team and Charity Director
- To administer and utilise the full potential of online partners, such as JustGiving and Enthuse
- Maintaining up-to-date filing systems, both manual and electronic as appropriate
- Assist with mass communications from the database by pulling relevant data from the charity CRM, sending mass emails and recording responses consistently
- Support the team to carry out data selections for internal and external campaigns, recording contact histories, campaign links, source codes and bulk mailings
- Be responsible for the allocation of merchandise, monitoring and keeping an accurate record of stock levels, liaising with merchandise supplier, advising the fundraising managers and Charity Director when stock needs replenishing and raising purchase requisitions.
Other
- To keep well informed of all Royal Berks Charity activity and the work of the Royal Berkshire NHS Foundation Trust.
- Participate in any specific projects, such as technology improvements or outsourcing requirements and carry out other associated duties as may arise, develop or be assigned in line with the broad remit of the post.
- Assist at Charity events as and when required this may include evenings and weekends
Person Specification
Qualifications, knowledge and experience
Essential
- Good level of experience in using Microsoft office specifically Excel and Word
- Good level of experience in using a database for recording and producing reports
- 2 years' experience of working in a busy administration role, with knowledge of a range of adminstrative purchases
Desirable
- Knowledge and experience of online giving platforms and creating reports
- Experience in a finance/charity administration role
Skills, abilities and personal qualities
Essential
- Able to compose accurate written responses to enquiries
- Able to represent the charity effectively on the telephone and face to face
Person Specification
Qualifications, knowledge and experience
Essential
- Good level of experience in using Microsoft office specifically Excel and Word
- Good level of experience in using a database for recording and producing reports
- 2 years' experience of working in a busy administration role, with knowledge of a range of adminstrative purchases
Desirable
- Knowledge and experience of online giving platforms and creating reports
- Experience in a finance/charity administration role
Skills, abilities and personal qualities
Essential
- Able to compose accurate written responses to enquiries
- Able to represent the charity effectively on the telephone and face to face
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
