Job summary
Are you looking for an opportunity to work in an exciting new environment that offers variety, job satisfaction and a fantastic opportunity for self-development? If so, then come and join us in the Communication, Arts, Health Charity and Engagement Team at our base in Woodland House, Llanishen.
We are seeking an enthusiastic, reliable and highly organised person, with the ability to deliver a wide range of administrative, fundraising and secretarial duties to support the efficient delivery of services.
The role is varied and interesting. The successful candidate will be a forward thinking Administrator with substantial experience of administration and secretarial duties; excellent communication skills, IT skills and a working knowledge and experience of database management.
You will have a professional and courteous manner and enjoy working with a wide variety of people. The post-holder will provide general administrative and clerical assistance and fundraising support to the team; directly support the senior team members and contribute towards specific projects.
Experience and/or interest in fundraising and public relations would be advantageous, and proven proficiency in the use of a CRM database would be a distinct advantage.
You will be joining a service whose focus is on the delivery of excellent customer services to staff, service users and visitors of Cardiff and Vale University Health Board.
Main duties of the job
To undertake a broad range of administrative and clerical tasks in support of the fundraising activities of the Arts Programme of Cardiff and Vale University Health Board.
Plan, implement and manage a comprehensive programme of art initiatives which may include; exhibitions, tutorial, workshops and educational sessions which are available to staff, patients, visitors and/ or the local community. Support the Head of Arts and Health Charity in embedding the Memorandum with Welsh Government on Arts in Healthcare into the work programme of the Arts team
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 15,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services.
Our mission is "Caring for People, Keeping People Well",and our vision is that every person's chance of leading a healthy life should be equal. As an organisation we are unashamedly ambitious for our population's health, rising to the challenges of today and tomorrow through our 10-year strategy, Shaping our Future Wellbeing. We are contributing to a healthier Wales with great emphasis placed on innovation and improvement, learning from around the world and leading the way in clinical research. Partnership working is strong at Cardiff and Vale, and we work closely with our staff and our community.
Cardiff, the thriving Welsh capital, is a fantastic city to live and work in with an abundance of sports, arts and cultural attractions. Situated to the west of Cardiff, the Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline. Whether city life or rural living, Cardiff and the Vale offers the best of both worlds.
Job description
Job responsibilities
Receive telephone and email queries in a timely manner, conveying accurate information on financial procedures and Health Charity regulations and policies.
Share information on making a donation in a sensitive way to donors and other stakeholders who may be upset/grieving, or have difficulties communicating.
Liaise with clinical staff on behalf of donors, and appropriately shares up to date information and data on service needs.
Communicate fundraising policy and charitable grant information to non-fundraising staff at regular Corporate Induction sessions.
Register and updates donor contact details of the Health Charitys database in preparation for audit; records donations on the Health Charitys database and accurately records and safeguards financial and non-financial personal information.
Sends letters of thanks to all donors in accordance with the timescale set out in the Fundraising Policy.
Support and attend fundraising events as directed by the Head of Arts; occasionally working outside of core hours, which may include evening and weekend work. Communicate clearly and consistently with staff and public about the activities of the Arts for Health and Wellbeing Programme in order to raise awareness.
The postholder may cover for the Gallery Coordinator and be required to
- Arrange meetings, event, exhibitions, workshops and tutorials.
- Prepare and hang art gallery exhibitions including the safe unpacking, secure hanging, exhibiting and storage of art, equipment and materials.
- Liaise with the Senior Communications and Engagement Officer to proactively manage art gallery related media and public relations material.
- Manage, maintain and develop the Arts online presence and social media.
- To be continually aware of prevailing and on-going NHS initiatives, the context in which the Health Board operates, together with current issues affecting the Health Board.
- Work flexibly and prioritise work to ensure deadlines are met.
Organise publicity stalls to promote knowledge of the Arts Programme/Health Charity and support the sales of Health Charity merchandise.
Occasionally required to work without direct supervision, demonstrating the ability to comply with UHB policies and procedures, as required
Log incoming receipts and records donations on the Health Charitys Database.
Handle cash floats where required; collect and transport full cash tins and cheque donations; handle Health Charity merchandise and complete regular stock audit.
Accurately record Gift Aid declarations in accordance with HMRC guidelines, reconcile discrepancies where appropriate and forwards to the Senior Fundraiser for the appropriate claim from HMRC.
Responsible for ensuring a clear audit trail at all times.
Import and manipulate financial data from the UHBs finance database to the Health Charitys fundraising database on a regular basis using the established Excel export function and procedure.
Access and manipulate data reports from online donation websites, i.e JustGiving and Paypal to import to the Health Charitys fundraising database on a monthly basis.
Analyse data to solve errors and discrepancies and accurately resolves issues as required.
Job description
Job responsibilities
Receive telephone and email queries in a timely manner, conveying accurate information on financial procedures and Health Charity regulations and policies.
Share information on making a donation in a sensitive way to donors and other stakeholders who may be upset/grieving, or have difficulties communicating.
Liaise with clinical staff on behalf of donors, and appropriately shares up to date information and data on service needs.
Communicate fundraising policy and charitable grant information to non-fundraising staff at regular Corporate Induction sessions.
Register and updates donor contact details of the Health Charitys database in preparation for audit; records donations on the Health Charitys database and accurately records and safeguards financial and non-financial personal information.
Sends letters of thanks to all donors in accordance with the timescale set out in the Fundraising Policy.
Support and attend fundraising events as directed by the Head of Arts; occasionally working outside of core hours, which may include evening and weekend work. Communicate clearly and consistently with staff and public about the activities of the Arts for Health and Wellbeing Programme in order to raise awareness.
The postholder may cover for the Gallery Coordinator and be required to
- Arrange meetings, event, exhibitions, workshops and tutorials.
- Prepare and hang art gallery exhibitions including the safe unpacking, secure hanging, exhibiting and storage of art, equipment and materials.
- Liaise with the Senior Communications and Engagement Officer to proactively manage art gallery related media and public relations material.
- Manage, maintain and develop the Arts online presence and social media.
- To be continually aware of prevailing and on-going NHS initiatives, the context in which the Health Board operates, together with current issues affecting the Health Board.
- Work flexibly and prioritise work to ensure deadlines are met.
Organise publicity stalls to promote knowledge of the Arts Programme/Health Charity and support the sales of Health Charity merchandise.
Occasionally required to work without direct supervision, demonstrating the ability to comply with UHB policies and procedures, as required
Log incoming receipts and records donations on the Health Charitys Database.
Handle cash floats where required; collect and transport full cash tins and cheque donations; handle Health Charity merchandise and complete regular stock audit.
Accurately record Gift Aid declarations in accordance with HMRC guidelines, reconcile discrepancies where appropriate and forwards to the Senior Fundraiser for the appropriate claim from HMRC.
Responsible for ensuring a clear audit trail at all times.
Import and manipulate financial data from the UHBs finance database to the Health Charitys fundraising database on a regular basis using the established Excel export function and procedure.
Access and manipulate data reports from online donation websites, i.e JustGiving and Paypal to import to the Health Charitys fundraising database on a monthly basis.
Analyse data to solve errors and discrepancies and accurately resolves issues as required.
Person Specification
Experience
Essential
- Sufficient experience of working within a busy clerical / administrative environment
- Advanced Information Technology skills, to include a high degree of proficiency in Microsoft Office programmes
Desirable
- Previous Health Service experience
- Experience of fundraising (in any context)
- Understanding of Arts for Health and Wellbeing premise
Skills
Essential
- Excellent: - verbal and written communication skills
Desirable
- Experience in using a CRM fundraising database
Person Specification
Experience
Essential
- Sufficient experience of working within a busy clerical / administrative environment
- Advanced Information Technology skills, to include a high degree of proficiency in Microsoft Office programmes
Desirable
- Previous Health Service experience
- Experience of fundraising (in any context)
- Understanding of Arts for Health and Wellbeing premise
Skills
Essential
- Excellent: - verbal and written communication skills
Desirable
- Experience in using a CRM fundraising database
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).
