Job Description and Personal Specification

PGS Administrator

Job Title / PGS Administrator
Salary Grade / £18,248 per annum salary
Section/Team / Parish Giving Scheme (PGS)
Reporting to / PGS Head of Operations
Date of issue / September 2017
Introduction and Background to the Post
The Parish Giving Scheme (PGS) PGS supports donors and churches across the Church of England with a direct-debit based giving system. The key benefit of the scheme is that it is an easy way for donors to inflation-proof their giving, resulting in better cash flow and reduced administration for parishes, freeing them up to focus on mission and other parish priorities.
The PGS joint venture currently employs one part time CEO, one full time Head of Operations, 2 full time and 2 part time Administrators. The PGS team deal with all processing of donor forms (an average of 614 per month) and customer calls and general enquiries (an average of 457 per month) priding themselves on excellent customer service. It is anticipated that in the next few years more than half of dioceses will be using the scheme. It could be processing annual donations of over £50 million, from around 70,000 donors, and claiming more than £10 million each year in Gift Aid.
Due to the continuous growth and popularity of the scheme and new partner Dioceses joining, the Parish Giving Scheme is seeking to appoint an enthusiastic, committed and motivated person to process and manage the regular donations through the PGS database whilst providing support on a variety of other administration duties.
Overall Purpose of Post
To receive, process and manage regular donations received through the Parish Giving Scheme (PGS); a method of giving regularly through Direct Debit to support Church of England parishes.
Context in which the PGS Job is Advertised
We want all members of staff to have positive working experiences – and we seek to continually improve our working systems and arrangements. We welcome and encourage new ideas and suggestions about opportunities to improve as an organisation and in the services we provide.

Job Description

Responsibilities and Accountabilities / Nature and Scope of the Role
1 / Donor gift administration /
  • Receive, record and process PGS gift forms by entering donors onto the donor management database and issuing a confirmation letter to the donor within an agreed timescale.
  • Ensure the Direct Debit instruction is created in accordance with the donors requestand complies with the Direct Debit guarantee.

2 / Record keeping and data retention /
  • Ensure record keeping requirements for gift forms and associated documentation is accurate and kept secure through the use of electronic and manual filing systems.
  • Comply with Data Protection principles and maintain donor confidentially.

3 / Donor care and administration /
  • Ensure all changes requested by the donor are and authorisedthird parties are accurately implemented within the agreed time frame.
  • Ensure the donor is kept informed and notified in good time with any change that may affecttheir gift.

4 / Resource and literature /
  • Receive,record and issue PGS resources to parishes upon request and monitor stock levels.
  • Distribute resource and literature in the most cost effective way.

5 / Parish registration and administration /
  • Support new parishes through the PGS registration process and register new parishes on the database and finance systems.
  • Assist with the secure distribution of financial statements to PGS statement receiverswithin an agreed timescale.

6 / Customer service /
  • Receiving and responding to both emails and telephone calls from dioceses, parishes and donors on a daily basis to provide helpful and relevant information in a trustworthy and respectful manner.

7 / Management information and communication /
  • Support in the provision of management information and data requests from Dioceses, parishes and donors as appropriate.
  • To identify the communication needs of the Dioceses, parishes and donors and select the appropriate method of communication.
  • To assist with PGS website updates and improvements.
  • To assist with PGS communications, meetings and events.

8 / Processes and procedures /
  • Support the creation, development,streamlining and maintenance of a consistent and central record of processes and procedures.

9 / Ad hoc system/database upgrades, improvement projectsand miscellaneous tasks /
  • Provide support with ad-hoc projects, pilots, initiatives and operational improvement tasks.
  • Perform tasks as delegated by the Operations Manager.

Generic Responsibilities
1 / The role requires the upmost confidentiality of donor’s details and giving amounts. These standards must be upheld at all times.
2 / To welcome visitors and/or receive incoming enquiries and telephone calls - dealing promptly and courteously with enquiries and ensuring high quality customer service at all times.
3 / To ensure that all health and safety instructions are followed and that care is taken to ensure safety for self and colleagues, reporting concerns immediately.
4 / To undertake as requested other duties as may reasonably be expected.

Personal Specification

Attributes / Essential / Desirable
General /
  • Polite and courteous
  • Honest and trustworthy
  • Excellent interpersonal skills
  • Good time management
  • Good verbal communication skills
  • Good written communication skills
/
  • Good analytical skills
  • Good reasoning skills

Qualifications & Training /
  • None
/
  • Donor database management

Experience /
  • Either an understanding of databases or experience of operating electronic bespoke systems.
  • Experience of working within a busy office environment.
  • Experience of dealing with members of the public as a representative of an organisation
/
  • Work within a finance / fundraising department
  • Experience of electronic banking
  • Awareness of the structure of the Church of England
  • Experience of updating/amending websites
  • Experience creating webpage/blog/newsletter content

Knowledge, skills and abilities /
  • Knowledge of Word, Excel and Outlook
  • Ability to plan, organise and prioritise effectively, in order to meet deadlines
  • Ability to communicate well
  • Possesses an eye for detail and for identifying opportunities to make improvements.
/
  • User experience of the Advanced NFP NG database

Personal Qualities /
  • Interested and positive attitude to working
  • Willingness to seek help when required with a ‘can do’ attitude
  • Strong communication and people skills
  • Excellent interpersonal skills
  • Capable of delivering results to deadlines
  • A team player, willing to share and support each other during busy periods.
/
  • Committed to the aims and ambitions of the charity and ethos of the non-profit sector
  • Have an interest different methods of online communication

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PGS Administrator Job Description September 2017