Fundraising Administrator

Job description

Job responsibilities

Work across fundraising and finance to accurately record and reconcile all fundraising income from various sources, which will include both offline and online donations from various giving platforms.

Import fundraising income weekly into the charities database (E tapestry). And use this information to manage the supporter thank you process. Making sure supporter are thanked in a timely manner.

Using E tapestry update and record supporters Gift Aid information and work with the finance team to support the preparation of Gift Aid claims on a quarterly basis.

Manage incoming enquiries from potential supporters and distribute accordingly within the team. Provide an efficient and warm welcome to proactively engage supporters and maximise opportunities for income generation.

Provide administrative and practical support within the fundraising team to support with event registrations and communications including event day support, campaign response handling and mass mail outs.

Work in conjunction with your colleagues across the fundraising team and wider organisation to coordinate the charities social media channels, deliver engaging digital content in line with the Hospices social media annual plan.

Work closely with the Income Generation team, to make sure the fundraising pages of the Hospice of the Valleys website are kept up to date informative and engaging.

Manage and coordinate all aspects of the charities collection box function. To continue to grow income from this area via effective and accurate record keeping and proactive placement of new collection boxes within the Blaenau Gwent region.

Manage supporter records via E-tapestry in accordance with the charities policies, Fundraising Regulator and the Data Protection Act 2018.

Monitor and maintain the stock levels of fundraising resources and materials and ensure the timely procurement when required.

Coordinate Income Generation team meetings, including arranging dates, booking meeting rooms, collating agenda items, taking and circulating minutes.

Provide monthly reports to the Head of Income Generation and Marketing outlining progress against objectives.

Contribute to the ongoing development and improvement of systems and procedures that support the departments goal of maximising fundraising and delivering a high standard of supporter care.

Attend regular meetings, as required by the Head of Income Generation and Marketing and contribute to the overall objectives of the wider fundraising team as well as wider objectives of the charity.

Act as an ambassador for Hospice of the Valleys raising awareness of the charities aims and objectives and enhancing its reputation through exemplary behaviour, conduct and team working.

Undertake any other duties or work outside of normal hours to fulfil the needs of the charity, as requested and at the discretion of the Head of Income Generation and Marketing.

Professional

Work to maintain the values, mission and aims of Hospice of the Valleys.

Demonstrate efficient time management and flexible attitude to working patterns.

Work within Hospice policies, procedures and guidelines.

Treat everyone with respect and dignity.

Communication

Communicate respectfully in an open, accurate, straightforward and confidential way with colleagues across the organisation.

Maintaining good working relationships with internal and external colleagues at all times through effective communication.

General Responsibilities

Respect and support all colleagues, working collaboratively across the organisation.

Maintain a professional, friendly and positive influence, maintaining awareness of how your behaviour can affect and influence the behaviour of others.

Maintain reasonable care for your health, safety and welfare and that of other people who may be affected by your actions. These responsibilities apply at all times whilst you are at work or on duty and apply to all Hospice premises and whilst working in the community, in other professional establishments.

To represent Hospice of the Valleys in the community and public domain as appropriate.

Learning & Development

Positively commit to Hospice of the Valleys performance management process including annual appraisals and one to one meetings, taking responsibility for personal professional development.

Participate in education programmes and specifically attend teaching identified to meet your development aims and objectives and the objectives of the organisation.

Participate in all statutory and mandatory training as required.

Person Specification

Qualifications

Essential

• Excellent general education (to A-Level or equivalent) to a good grade.

Desirable

• IoF Certificate or willingness to work towards

Experience

Essential

• Strong, varied administrative experience
• Experience of coordinating several projects or campaigns simultaneously within an agreed timescale.

Desirable

• Experience of working in Fundraising and / or within a Charity.
• Experience of working with financial data
• Experience of working with a CRM database or other databases
• Experience of using wordpress or other website content management programs.
• Experience of coordinating social media content across several platforms

Skills and Knowledge

Essential

• Comprehensive knowledge of MS Office
• Excellent organisational skills
• Ability to communicate well at all levels
• Effective time management and problem-solving skills with excellent attention to detail and a methodical approach
• Self-motivated with the ability to prioritise own workload and resilience to hit deadlines.
• Ability to develop and maintain office systems and processes.
• Ability to work collaboratively with colleagues to achieve agreed objectives

Desirable

• Understanding of charity law and Institute of Fundraisings policies and procedures.

Personal Qualities

Essential

• Strong communication skills
• Self-sufficiency and resilience with the ability to think on your feet and problem solve under pressure.
• Ability to work quickly with great attention to detail
• Empathic, practical, pragmatic
• Flexible and adaptable to changing needs, demands and deadlines

Other

Essential

• Car owner / driver

Desirable

• Empathy with Hospice of the Valleys aims and objectives

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Hospice of the Valleys

Address

Festival Drive

Ebbw Vale

Gwent

NP23 8XF

Employer's website

https://www.hospiceofthevalleys.org.uk/ (Opens in a new tab)