Marketing & Income Generation Administrator
Salary: £24,071 to £25,674 FTE (Pro rata) depending on experience
Hours: 30 hours per week (hours / days to be agreed)
Interview Date: 17th April 2025
Are you an organised and proactive administrator looking for a rewarding role in a compassionate and dynamic environment? If so, this newly established position could be just for you.
About the Role
As an integral member of the Marketing & Income Generation Team you will carry out a range of administrative tasks to support the work of the team, and to ensure our supporters have a positive experience.
You will be pro-active, organised, and flexible in your approach, working across all aspects of the department's activities and be able to adapt to various tasks and changing priorities.
You will also be required to assist in fundraising activities, donor relations, assist with the creation of marketing and fundraising literature, produce correspondence, and support hospice events.
Main duties of the job
Key Responsibilities
1. Donation Administration: Support receiving donations from the public, processing donations via our system and writing acknowledgment letters to thank donors.
2. Donation Campaign Support: Assist with written campaigns to our donors and prepare data for campaigns using our Donor CRM system, all whilst following GDPR guidance.
3. Event Support: Provide administration support in the organisation and delivery of hospice events, hosted by the public and the hospice.
4. General Administration Support: Offer general administration support to the department and other areas of the hospice if required.
What We're Looking For
* Excellent communication skills both in person and written.
* Excellent Microsoft Office skills, including Word and Excel.
* Excellent attention to detail.
* Conscientious, methodical and well-organised.
* Ability to handle confidential information with discretion.
Why Join Us?
* Supportive and friendly team.
* Employee benefits, including an Employee Assistance Programme (EAP).
* Free on-site parking.
* Wellbeing events and initiatives.
* Enhanced annual leave and sickness benefits.
Apply now to become part of our caring and dedicated team.
About us
Mary Ann Evans Hospice is an adult community hospice in North Warwickshire. As an independent charity, we provide palliative and end-of-life care and support to patients with life-limiting illnesses and those that matter most to them.
Our services include Hospice at Home, Wellbeing Centre, Family Support and Bereavement, Lymphoedema Care, and Rapid Response (a shared service with South Warwickshire NHS Foundation Trust). We work closely with our community and hospital colleagues from the NHS, social services, local care homes, and other voluntary providers. Our care is compassionate and inclusive for all who access our services.
Job responsibilities
1. To assist with processing donations from a variety of sources, writing acknowledgement letters to thank donors, and other general correspondence.
2. To assist with written campaigns to donors, both via email and letter, by producing correspondence, preparing data from our Donor CRM system and all whilst following GDPR guidance.
3. To assist in producing written and visual documentation using a variety of programs including MS Office, CRM systems, and other in-house developed programs.
4. To assist with other general office duties including answering the telephone, face-to-face contact with patients, clients, and visitors.
5. To provide administrative support for meetings, including preparing paperwork, taking/distribution of minutes and ensuring deadlines and actions are met.
6. To assist with providing administrative and creative support to hospice events, some examples include Dying Matter week, Summer Fayre, and Eternal Lights.
7. To attend, when necessary, fundraising and awareness events as a representative of the hospice. This may involve occasional evening or weekend work.
8. To work with other team members to provide co-ordinated support and direction to hospice volunteers.
9. Where appropriate be diplomatic, discrete, and sensitive and maintain confidentiality appropriately.
10. Ensure all data and monitoring information is recorded using Mary Ann Evans systems, with emphasis on good record-keeping.
11. Work in strict accordance with Mary Ann Evans values, policies, and procedures.
12. Take responsibility for reporting all safeguarding concerns in accordance with Mary Ann's Safeguarding Policy.
13. To undertake any other duty, which is appropriate to the job, when requested by the line manager.
Key Working Relationships:
* Marketing and Income Generation Team Lead
* Marketing and Income Generation Team
* Employees of Mary Ann Evans Hospice
* Volunteers of Mary Ann Evans Hospice
Standard Requirements of all Mary Ann Staff:
* To observe and maintain security procedures and to be aware of responsibilities towards Health & Safety, Hospice Policies and Procedures, and COSHH.
* Mary Ann operates a strictly no-smoking policy whilst on duty and on the premises.
* Exercise responsible stewardship of hospice resources.
* Attendance at meetings, events, and activities may require the post holder to work beyond the normal hours/days of work; flexibility is essential.
* To have an understanding and demonstrate regard for Mary Ann's values, vision, mission, and strategic aims.
* Travel in the Warwickshire area, and on occasions within the UK, to fulfil role and attend/participate in training and personal development opportunities, using own vehicle or public transport, for which expenses will be met in line with policies.
* To maintain an effective and collaborative working relationship with other members of staff and volunteers.
* To participate in annual performance appraisal, where the job description will be reviewed, and objectives agreed.
* Take responsibility for ensuring the timely completion and/or attendance for all statutory and mandatory training requirements relevant to role as outlined by Mary Ann's Policy.
* To participate in surveys and audits as required by the service in relation to your role.
* Conform to conventional standards of professional uniform and business dress when representing Mary Ann.
* To accept temporary redeployment within any part of Mary Ann should the need arise ensuring hospice goals and objectives are met.
This job description is intended to be the main guide to the principal duties and responsibilities of the post. It should not be seen as an exhaustive, inflexible, or prescriptive document. The employee shares with the employer the responsibility to suggest amendments as necessary to meet the changing needs of the hospice.
Person Specification
Qualifications
* Good standard of education.
* Qualification in Marketing, Communications or Event Planning.
Aptitudes and Attributes
* Self-motivated with high expectations, passion, and a positive attitude.
* Resourceful and creative.
* A high level of accuracy and attention to detail.
* Ability to prioritise tasks and manage time effectively.
Other Job Requirements
* Able to work flexibly with an occasional need to work additional hours.
* Ability to work in a non-smoking environment.
* Ability to occasionally travel within the local area, either by own car or public transport. Expenses will be paid where necessary travel costs are incurred.
Skills & Knowledge
* Excellent verbal and written communication skills.
* Excellent Microsoft Office skills, including Word and Excel.
* Excellent attention to detail.
* Conscientious, methodical, and well organised.
* Must be able to demonstrate an understanding of the need for confidentiality in all aspects of the work environment.
* Creating posters, flyers, and other visual documents. Experience of using Canva would be an advantage.
Experience
* Experience of delivering excellent administration support.
* Previous telephone experience as this role will involve speaking to a variety of personnel.
* Experience of maintaining accurate records.
* Able to work autonomously and as part of a team.
* Evidence of excellent communication and listening skills.
* Experience of using a CRM system or customer database.
* Basic GDPR knowledge/experience.
* Experience of working in a charity/fundraising environment.
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.
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