Job Description

Gift Aid Assistant

Reports to:Supporter Data Manager

Accountable to:Head of Fundraising Operations

Location:Head office, London

Contract:9 Month fixed term contract 37.5 hours per week

Salary:Scale Point 22

Description of role:

Working with the Supporter Data Manager and Officer, the assistant will be responsible for maintaining accurate data on Sense’s Gift Aid. This role will be responsible for driving forward the gift aid consolidation project under the management of the Supporter Data Manager and develop a centralised gift aid repository database within Sense.

Gift Aid is an extremely important fundraising income stream and this role will have responsibility for overseeing all administrative aspects of gift aid entry, verification and checking of contact records.

This role requires a perfectionist with an extremely high attention to detail and the ability to spot errors in large datasets. Candidates will need to evidence previous situations where they have worked on large scale administrative tasks in a methodical and logical way.

This role sits within the Fundraising Operations Team; a fast paced team with a varied and large work load, the candidate will be expected to manage their own task list and prioritise where necessary giving weekly updates to their line manager of progress made.

Specific Responsibilities:

1 Gift Aid Strategy

1.1.Work with the Supporter Data Manager to maintain and develop clear and transparent systems, which are auditable at any stage of the process and to implement document storage and retrieval practices, needed for effective management of this high risk area of charity administration

1.2.Support the archive and audit requirements of the department, by co-ordinating the scanning and archiving of all Gift Aid processed at UKO and facilitate the retrieval of documents as and when required

1.3.To work with the Supporter Services team, Individual Giving and Fulfilment house to ensure that all Gift Aid forms relating to their areas of work are scanned and that the files are fully indexed, complete retrievable and backed up in case of corruption or loss

1.4.To maintain digital records of all new / amended Gift Aid materials and to approve copy on all new forms, ensuring that these comply with current legislation

2 Data Checking

2.1.Cross checking paper records with gift aid declarations on the supporter database identifying errors and logging these appropriately

2.2.Consolidation of gift aid scans from multiple sources into a central gift aid database

2.3.Administer all gift aid database amendments highlighted during the Gift Aid claim process, and to undertake regular reviews of data anomalies, particularly in relation to queried payments which may not be eligible for tax relief, reporting any issues that your investigation has highlighted

2.4.To support the process of claiming on Gift Aid by ensuring that all Declarations are up-to-date, accurate and retrievable and work on the range of projects to rationalise, correct, retire and re-solicit gift aid declarations

2.5.Flag and prepare files for the Supporter Services team for out bound calling for oral declarations

2.6.Flag and prepare files for mailings requesting a gift aid declaration be made to Sense

3 Data Entry

3.1.Management of all Gift Aid cancellations and amendments, ensuring that any repayments due to HMRC are correctly recorded on the database, flagging up any issues to the Supporter Data Manager

4 Other responsibilities

4.1.In the event of a Gift Aid audit the post holder will take the lead in co-ordinating any recovery of forms needed to complete the audit as well as handling any remedial actions requested by HMRC

4.2.To undertake any other reasonable tasks as may be required by the Supporter Data Manager, or the Head of Fundraising Operations and to assist with general administration of the Fundraising Operations team

4.3.Produce gift aid training documents for the Fundraising department

Sense

Person Specification

Gift Aid Assistant

Educational & Knowledge
Essential / Desirable
Computer literate with experience of working with Raiser’s Edge or a similar database in a fundraising environment / Degree or relevant technical qualification
Educated to GCE ‘A’ Level or equivalent, preferably to include Maths or a subject which demonstrates good numeracy skills
Working knowledge of Microsoft Office, to include proficiency in Excel and spread sheet applications, with previous experience of Access a considerable advantage
A detailed and comprehensive knowledge and understanding of Gift Aid would be a significant advantage, although extensive training will be given

Work-Related Experience

Previous and demonstrable experience of general office administration ideally gained within the charity or finance sector
Experience of using a database to find, add, edit or amend contact data / Experience of database query building
Previous data processing experience in an environment where good attention to detail is paramount
Skills and Abilities
Must be methodical and accurate with excellent attention to detail
Must be able to demonstrate initiative when carrying out duties and added value through effective problem solving and analysis
Must be willing to take personal responsibility for own work and work area and to understand the implications and risk associated with administering a highly regulated area of our charity business, worth millions of pounds
Must be able to work in a structured, transparent, organised and methodical way that withstands external audit and is fully accountable

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