Job summary
Cheltenham & Gloucester Hospitals Charity supports the Trust's hospitals by raising, managing and distributing funds on behalf of Gloucestershire Hospitals NHS Foundation Trust.
The Community Fundraising Support Officer will support the work of our fundraising and operations team to ensure that the charity is effective and making the maximum impact for NHS Staff and local patients.
For the initial few months, this role will heavily support the operations team, but this will be balanced out with time spent in fundraising after a few months in post.
Duties will range from fundraising and financial support, inputting donations on the charity CRM system and thanking donors, supporting fundraisers and other critical functions of charity admin such as Gift Aid claims to help donations go even further, and helping the charity demonstrate the impact being made thanks to donations.
Main duties of the job
Key Dimensions
Working closely with the Fundraising and Operations Team and GHNHSFT staff, you will contribute to the impact that the charity's work makes to improve the experience for local patients, fund extra equipment and improvements to facilities over and above the NHS and support NHS staff.
You will be extremely organised and able to balance a number of priorities, producing work of a high standard to support the fundraising and operations teams. You will be confident with IT, the Microsoft suite of packages - especially excel, and inputting information onto databases. Your numeracy and written skills will provide vital support for our financial and supporter care.
You will share our passion to create real change by funding projects which can make an impact for local patients, working productively and positively with team members and on your own initiative to make a difference. The post will offer the candidate opportunities to learn and develop their knowledge of areas such as finance, governance, fundraising and the charity sector.
About us
Join our award-winning charity team as our new Community Fundraising Support Officer.
Cheltenham & Gloucester Hospitals Charity helps our local hospitals to do even more, funding projects over and above the NHS. Our fundraising makes a direct impact for local people with conditions such as cancer, heart disease and dementia, and for new babies with serious illness. Recent successes include £3Million raised through the Gloucestershire CT Appeal and our COVID-19 Appeal to make an impact on NHS Staff Wellbeing.
Job description
Job responsibilities
Key Results Areas
General
- Provide an efficient and effective support to both the fundraising and operations team, being flexible and prepared to help when queries arise at short notice, especially during peak times such as around events, appeals, audits and month/year ends.
- Facilitating outgoing communications by providing excellent standards of donor care through timely and prompt thanking, ensuring that all letters fit with the charitys requirements for donor development and best practice for donor stewardship, are GDPR compliant and are produced and recorded using the Beacon CRM system.
- Identifying and generating leads for the wider fundraising team through interactions with supporters and administrative work on the CRM
- To be customer facing, to deal with queries from donors and staff by telephone, email or visitors to the charity offices and passing matters to appropriate colleagues as required.
- Supporting the charity ensuring that incoming cash, cheques and donations are correctly receipted and safely secured, counting and processing donations for banking when required,in line with the charitys donations and cash handling processes making sure a clear audit trail is maintained and documents filed in a timely manner.
- Working onHMRC returns in order to claim the recovery of tax on donations under Gift Aid due in a timely manner, working with the Head of Operations and using Beacon, the charitys customer relationship software (CRM)
- Retrieving information from online donation platforms to assist with bank reconciliations
- Supporting the hospital grants programme and systems as required by the Operations Officer, including the gathering of feedback and measurement of impact.
- Maintaining the policy register, helping the Director and operations team keep track of scheduled amendments and revisions of charity policies
- Supporting the procurement of goods and services as required by the charity, working with the Operations Officer to ensure good practice and a shared plan of work.
- Supporting the Governance of the Charity by producing agendas, papers and minutes as and when required by the operations team or Director
- Organising meetings and associated arrangements, including creation of Agendas, formatting and distribution of documents, creating minutes, action logs and other reports.
- Making room bookings, organising refreshments, organising staff involvement and other details as required
- To update, maintain and distribute project plans and reports, ensuring they are kept up to date with progress being made
- To ensure that all administrative systems within the office are up to date, accurate and adhered to.
- Dealing with incoming and outgoing post in a timely fashion.
- Diary management for Head of Operations, Operations Officer Charity Director and Head of Income Generation.
Database Admin
- Maintaining centralised records to support charity functions, including accurate data inputting and updating of records on Beacon CRM. Recording information and all interactions with donors accurately on Beacon CRM, including creating new donor records, assisting with managing online donation pages and communicating with donors regarding their preferences and gift aid status.
- Create reports using data from Beacon CRM and information provided by Charity team for Committee and Board Meetings, Charitable Funds Committee, Trustee and any other meetings.
Communications
- To work with charity and GHNHSFT colleagues to ensure that all communications and relationships are professional and well managed.
- To ensure that the hospitals, patients and staff, together with its values and ethos are represented in all activities and not compromised through fundraising activity.
- To work productively with other departments and colleagues within the hospitals to ensure that fundraising activities are supported and representative of the organisation.
Other
- Contribute to the charity team development, attending meetings, training, and briefings as required.
- Following training, perform all duties with minimal supervision and using initiative
- Ensure complete confidentiality of highly sensitive information in compliance with relevant legislation such as the GDPR, the Fundraising Standards Board codes of Practice and the Trusts code of confidentiality
- To participate fully in personal appraisal and development review process, and continuous professional developmen
- To undertake such other duties as may be required by the Head of Operations or Charity Team
- Some evening and weekend working may be required, with time off in lieu
Physical, Mental & Emotional Effort & Working Conditions
- On-site work in the post is based in an office environment where minimal physical effort is required, except very occasionally providing assistance at fundraising events where minimal physical effort would be required
- VDU use is required occasionally for long periods
- Home working may be required to be part of the role as agreed with the Head of Operations
- Intense concentration is required to solve complex financial and technical problems particularly when preparing fundraising reports and marketing literature.
- Occasional contact with funeral directors and members of the public who wish to make a donation and who can sometimes be in a distressed and emotional state, following the death of a loved one
- Frequent interruptions from third parties requesting information concerning fundraising appeals and events, who often demand prompt responses.
- Occasional internal and external fundraising event organisation that requires movement and manual handling of equipment, fundraising materials, signage and catering supplies.
Person Specification
Qualifications, Experience and Knowledge
Essential
1. Educated to GCSE Level or equivalent Grade C English, or equivalent ( National Adult Certificate Level 2 Literacy) and Mathematics Grade A or equivalent ( National Adult Certificate Level 1 Numeracy)
Desirable
2. Appropriate experience fundraising or administrative experience working ideally within a charity, marketing or events function
3. Basic knowledge of financial operations and admin
4. Experience of working with charity donors or other marketing or customer relationship role
5. Awareness of best fundraising practice (including the Fundraising Standards Board Codes of Fundraising Practice)
6. Knowledge of data research
7. Experience of cash handling and banking and accurate recording of figures
8. Ability to work on own initiative and to tight deadlines, often under pressure and to a high level of accuracy
9. Ability to work on own initiative or as part of a team.
10. Strong IT skills including Zoom, Teams, Onedrive, sharepoint, MS Word, MS Excel, MS Powerpoint
11. Experience of formatting documents to make them look professional for external use
12. Experience of using databases with accurate data entry