JOB DESCRIPTION

Part 1: JOB PROFILE

JOB TITLE: Fundraising Administrator (35hours)

JOB HOLDER: Vacant

1MAIN PURPOSE OF JOB

To provide an administrative support service to the Head of Mission Development (HOMD) and the Fundraising Team

2POSITION IN ORGANISATION

  • Member of the Fundraising Team
  • Reports to the Head of Mission Development
  • Works closely with Fundraising Management Team (FMT)and interfaces widely with fundraising colleagues and other teams at TLMEW

3SCOPE OF JOB

  • Management support for the HOMD – diary management, maintaining records, developing schedules and other administrative support
  • Data analysis, reporting and record-keeping– analyse results of fundraising activities and present findings to HOMD. Maintain GDPR compliance records
  • Project support – providing an administration support service for large scale and integrated fundraising projects
  • Organising events andmeetings for HOMD and Fundraising Managers
  • Fundraising Committee support - including recording minutes, scheduling preparation of papers, following up Actions and Matters Arising

4DIMENSIONS AND LIMITS OF AUTHORITY

  • With HOMD manage the Fundraising events/retreat budget.

5QUALIFICATIONS AND SKILLS LEVEL

Essential

  • Educated to A Level Standard or equivalent and to have achieved GCSE English and Maths at Grade C or above
  • Excellent verbal communication skills with the ability to build and develop relationships internally and externally. Confident communicating on the telephone and face to face, with a very personable style
  • Excellent written communications skills with the ability to write detailed Minutes and Action Points, bringing together the most important information
  • Ability to work with large-scale data within spreadsheets and databases, to condense and analyse this, and to present findings to Fundraising Managers
  • Good analytical skills and attention to detail, checking logic and accuracy of written documents and data
  • Self-motivated and pro-active, able to use own initiative and problem-solve
  • Excellent organisation and planning skills and able to meet deadlines, able to prioritise and mange competing demands
  • Able to work collaboratively with other team members, and across teams, to achieve best possible outcomes for supporters and leprosy-affected people
  • Intermediate level Microsoft Office Skills (Word, Excel and PowerPoint) and good working knowledge of social media

Desirable

  • An understanding of charity fundraising
  • Good understanding of Data Protection legislation

6PROVEN ABILITY

At least two years’ experience of working in either a support, secretarial or administrative role, preferably in the Charity Sector.

Job Holder Line Manager

Part 2: DUTIES AND KEY RESPONSIBILITIES

JOB TITLE:Fundraising Administrator(35 hours)

JOB HOLDER:

Management support for the Head of Mission Development (HOMD) – diary management, maintaining records, developing schedules and other administrative support

(30%)

  • To support the HOMD with diary management, scheduling meetings, and arrangements for attending external conferences and forums
  • To assist with the organising of Fundraising Team or FMT meetings and retreats
  • To coordinate on behalf of HOMD, induction plans for new members of the fundraising team
  • To manage visits by members of the Global Fellowship to the TLMEW Fundraising Team, including coordinating schedules and appointments with key staff
  • To ensure that all fundraising documentation suitable for sharing with the Global Fellowship is uploaded to ‘Glasscubes’
  • To manage all records of Fundraising Team activities, including maintenance of an up to date ‘Guard File’ containing copies of all collateral produced, and reports on campaigns and appeals
  • To set up and maintain filing systems for fundraising projects and campaigns – both online and offline
  • To provide administrative support to the HOMD relating to participation in Global Fellowship Working Groups and Steering Groups
  • To assist the HOMD in monitoring adherence to the annual Fundraising Plan, and to keep review documentation up to date and accurate
  • To liaise with The Leprosy Mission International, and external bodies regarding prayer support for TLMEW, providing up to date information about prayer needs

Data analysis, reporting and record-keeping – analyse results of fundraising activities and present findings to HOMD. Maintain GDPR compliance records

(30%)

  • Compile monthly fundraising management metrics and present these in either Word, Excel or Power Point formats as agreed by the HOMD
  • To report on the results of fundraising activities (such as mailings or events) through querying the database and exporting results, or carrying out analysis within the database itself. To present this data to the HOMD and Fundraising Managers in a condensed format, highlighting key metrics
  • To maintain data-protection and GDPR records relating to fundraising activities
  • To ensure all new fundraising staff are trained in data protection requirements relating to GDPR, and all fundraising staff are briefed annually to remind them of requirements

Project support – providing an administration support service for large scale and integrated fundraising projects

(20%)

Working with the HOMD or a Fundraising Manager, provide support for integrated, multi-country and multi-channel fundraising campaigns through:

  • Maintaining project documentation and records
  • Taking minutes and action points at project meetings
  • Developing and circulating agendas
  • Maintaining project schedules
  • Compiling records, statistics and evidence for co-funders or partners

Organising events and meetings for HOMD and Fundraising Managers

(10%)

  • On behalf of the HOMD, draw up agendas, take minutes and action points at Fundraising Management Team (FMT)meetings and Fundraising Team days.
  • To work with the Travel and Resources Coordinator to book rooms, venues, refreshments and equipment for fundraising meetings
  • On behalf of the FMTto support the wider fundraising team when they are visiting the Channel Islands or Isle of Man

Fundraising Committee support - including recording minutes, scheduling preparation of papers, following up Actions and Matters Arising

(10%)

  • To draw up draft agendas, take minutes and action points at Fundraising Committee meetings
  • To develop and circulate schedules for the development of Fundraising Committee papers to the FMT
  • To follow up on actions arising from Fundraising Committee meetings with FMT members and other staff to ensure they are carried out
  • To assist the HOMD with preparation of papers and presentations for the Board or Committees of the Trustees

To carry out such other duties as may reasonably be requested