Torbay and South Devon NHS Foundation Trust
The purpose of the Charity Fundraising Administrator is to support the delivery of our fundraising strategy through effective administration and promotion of fundraising activities.
The post holder will deliver an excellent level of support to new and existing fundraisers and donors under the direction of the Fundraising and Partnerships Manager.
They will support the organisation and delivery of our Torbay and South Devon NHS Charity activities including but not limited to fundraising, grant giving and act as a representative on behalf of our Charity.
Main duties of the job
To support the Fundraising and Partnerships Manager to deliver our fundraising strategy, in particular:
to respond to fundraising enquiries promptly and efficiently
to support people wishing to fundraise
to bank and process donations efficiently and in accordance with guidelines
to support work to collect data consents and Gift Aid income
to support with developing a regular programme of supporter communications
to support fund managers in key areas to provide charity information boards to raise awareness and to thank supporters
to support the Fundraising and Partnerships Manager to maintain a log of items, photos and their impact for staff or patients
to update the CRM with information from the weekly banking sheets and weekly bank statements, and upload income reports
to provide administrative and clerical support including processing all orders and requisitions
to support seasonal activity, ward visits, cheque presentations and present giving
to administer the staff lottery
to lead on initiatives such as the NHS Big Tea and The Big Christmas Cake Break
to assist with bucket collections including co-ordinating the charity's volunteers
to assist with administration, organisation and promotion of third party events
to provide reporting on events including return on investment
About us
Why Work With Us
If you have a passion for fundraising and can offer excellent administration and organisational skills, this could be the role for you! Torbay and South Devon NHS Charity is a small but fast-growing local charity, raising funds to improve and enhance patient care, support the wellbeing of our NHS and social care colleagues and teams and help our communities to live well. We have an ambitious five-year fundraising strategy and we are looking for someone who can help us achieve our vision.
This integral role within the charity team offers you an opportunity to be a part of a bigger picture, gain valuable experience and work for a charity that makes a difference for patients, carers and staff at Torbay and South Devon NHS Foundation Trust as well as our people and our communities.
Job responsibilities
Communication and working relationships
to exchange information with fundraisers, donors, supporters and staff on a variety of fundraising and charity matters and procedures
to communicate complicated administrative information to staff from other departments
to communicate effectively with external contacts including suppliers of marketing materials
to support the Fundraising and Partnerships Manager to create events as and when required
to build relationships with stakeholders to support the growth of the charity including local businesses, schools, universities and community groups.
Working relationships include:
Associate Director of Communications and Partnerships
Fundraising and Partnerships Manager
Charity Accountant and other colleagues in the finance team
Communications and engagement team
Members of the Charity Committee
fund managers within our organisation
third party suppliers.
Analytical and judgement
to exercise judgement when dealing with enquiries
to analyse information to make recommendations to the Fundraising and Partnerships Manager
to analyse information to resolve problems for fundraisers, donors and supporters
to know when and how to escalate issues to senior staff as required.
Planning and organisation
to plan workload and prioritise activities, meeting required deadlines
to arrange fundraising events and activities
to manage our event and fundraising calendar.
Responsibility for patient and client care
to have regular contact with individuals who have difficult family circumstances and/or are grieving following a bereavement/loss of loved ones. They are often feeling emotional and distressed. This includes face to face contact as well as telephone, emails and letters
to have direct contact with patients and carers with a range of disabilities and/or ill health, supporting people to engage in activities and relevant communications within the scope of the charity
to provide advice and information about our charity and fundraising or donor opportunities.
Policy and service responsibility
to contribute to the development of policies for fundraising
to follow existing policies and procedures
to propose changes to policies and procedures in own area.
Responsibility for finance, equipment and other resources
to handle cash donations and valuables in line with our standing financial instructions and standard operating procedures
to maintain office supplies and stationery and order fundraising materials under guidance from the Fundraising and Partnerships Manager
to source appropriate marketing materials and liaise with suppliers final proofs to be signed off by the Fundraising and Partnerships Manager.
Information technology and administrative duties
to update and maintain donor information on our CRM database
to undertake data entry and text processing as required
Responsibility for research and development
to support the Fundraising and Partnerships Manager to develop surveys to seek views from staff, patients, carers, the public and stakeholders as needed
to attend education, training and development opportunities relevant to fundraising, relevant to post and team.
Responsibility and accountability
to take responsibility for your ongoing personal and professional development
to maintain confidentiality and discretion at all times
to work independently to defined policies and procedures and manage own workload
to deal with enquiries and implement procedures guided by standard operating practices, with support and guidance from the Fundraising and Partnerships Manager as required
to role model behaviours that exemplify our people promise and encourage similar behaviours in colleagues
to show a commitment to learning, self-reflection, appraisal and development
to be curious about the work going on across Torbay and South Devon NHS Foundation Trust and to use this knowledge to improve our fundraising opportunities and outcomes.
Person Specification
* Level 3 diploma/A-level or equivalent, or equivalent knowledge gained through relevant experience
* Minimum of five GCSEs grades C and above including maths and English (or equivalent)
* Relevant administrative and/or customer care experience
* Relevant experience engaging with staff and the public in a busy environment
* Be able to use the internet, appropriate databases and other research sources to find appropriate information and intelligence
* Advanced working knowledge of Microsoft Office
* Previous administrative and customer care experience; dealing with people face to face, over email and phone
* Able to demonstrate a high level of accuracy and attention to detail
* Excellent communication skills, both written and verbal
* Able to plan and organise own workload
* Ability to manage under pressure; work to tight deadlines, excellent time management
* Excellent organisational and prioritisation skills and the ability to meet deadlines
* Excellent customer care skills and the ability to respond sensitively to supporters, fundraisers and donors
* Excellent IT skills including Outlook, Microsoft Word, Publisher, Excel and experience of using Canva to create social media posts, screensavers, posters and marketing materials
* Excellent problem-solving abilities and the ability to adapt to changing priorities in an effective manner
* Able to work flexibly and travel throughout Torbay and South Devon between sites within local communities
* Able to work evenings and weekends as required
* Charity/marketing qualification or equivalent experience
* Experience organising and delivering fundraising activities
* Experience organising and delivering events
* Experience working with a CRM database
* Experience of handling cash and working within clear financial procedures
* Working with volunteers
* Knowledge of charity fundraising techniques and charity legislation
* A good working knowledge of fundraising codes of practice
* Ability to think creatively
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.
Torbay and South Devon NHS Foundation Trust
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