JOB DESCRIPTION - Donations Administrator

JOB DESCRIPTION - Donations Administrator


JOB DESCRIPTION - Donations Administrator

Job Title: / Donations Administrator / Job Code:
Division: / Relief Chest / Department/Home Location: / Freemasons Hall, 60 Great
Queen Street, London
Accountable To: / Donations Manager / Direct Reports: / N/A
Team Size: / 17 / Geographic Working Area: / FMH
Peers – Own Team/Department: / Other Donations Administrators, Relief Chest Administrators, Regular Donations Coordinator, Gift Aid Envelope Scheme Coordinator, Donations Coordinator, Charity Payments Coordinator / Peers (Other Departments) / Grants Officers, Enquiries Officers, Advisers, Accounts Assistant
Budget Responsibility: / Nil / Description of Budget: / N/A
Job Purpose: To provide effective administrative support to the Donations department and to our donors through maintaining the Festivals & Donations Database.


What are the key outputs of the job?
(What results do you leave behind?) / What are the success measures of the job?
(How will we know if you have done your job well?) / What are the main tasks of the role?
(What skills are you required to have?) / What are the main decisions that you are required to make in your job?
Donations Processing /
  • Accurate recording of all donations, including via ‘phone, to be processed with correct Lodge, Festival, and donor with no need for amendment.
  • Tax status checked and amended if necessary.
  • Batches balance.
  • Envelope batches to be processed, checked and completed within 3 weeks.
  • Creating new X numbers or members and merging where appropriate.
  • Using the database effectively to find donors when little information on the paperwork is given, e.g. using PAF address search.
  • Working with other team members to ensure that deadlines are met.
  • Excellent time management skills and accuracy when inputting data.
  • Understanding of the Gift Aid wording to ensure that HMRC requirements are met. Special attention to wording on Sponsorship forms.
  • Excellent time management skills and ability to prioritise tasks due to workload.
  • Being aware of when to create a new lodge or entity i.e. for specific events.
  • Knowing how to use Provincial and Masonic Orders handbook.
  • Applying tax links where necessary.
  • Decision of which donor and Lodge to allocate donation to when multiple options are available.
  • Dealing with any shortfall on batches and deciding whether to reduce a donation to balance, or contact the sender.
  • Ensure compliance with polices/procedures and statutory requirements.

Sending out Honorifics /
  • Sending out Honorifics generated from Envelope batches and Standing Order batches.
  • Good knowledge of Honorifics rankings and time management skills.
  • Ensuring donor name and address are accurate and correct Festival Appeal used.

Maintaining the Relief Chest/Donations Department /
  • Records updated regularly and accurately, e.g. email addresses.
  • When changes are made to a record, ensuring that a note is added to their database record, and a paper trail kept.
  • Merging duplicate records where appropriate.
  • Ensuring that any records for deceased donors are pulled out from the filing and correctly logged on the database.
  • Filing done as regularly as possible.
  • Documents easily located when required by Auditors or Finance department.
  • The ability to identify any problems with data, e.g. constant change of address.
  • An eye for detail.
  • Good team work skills and time management.
  • An understanding of Data Protection guidelines.
  • If there are different contact details for a donor, then UGLE will need to be notified.
  • Adjusting filing system to meet the needs of the department e.g. changing envelopes from date order to batch number order ready to be archived.

Communication /
  • Any queries from donors or Charity Stewards to be answered in a prompt and appropriate manner.
  • Any lodge statement requests to be addressed quickly and accurately.
  • Any acknowledgments or special letters e.g. CAF donations, Relief Chest voucher, to be addressed quickly and dealt with appropriately.
  • The ability to write in a clear and concise manner in a letter or email.
  • An excellent telephone manner – especially when dealing with Charity Stewards who may need guidance.
  • Excellent communication skills, particularly when visitors come in to the office.
  • An awareness of data protection issues when dealing with Lodge representatives, e.g. can only send Lodge Statements to Charity Stewards.
  • The ability to deal with any problems and complaints quickly and efficiently and to clearly explain how the department works, e.g. if a Charity Steward wants to know why he has not received a receipt yet.
  • An understanding of how different types of donations are acknowledged i.e. CAF
  • Whether a request from an individual needs to be passed on to the Gift Aid Manager.
  • Whether a complaint needs to be followed up, e.g. a database error with a Lodge Statement which may need to brought to the attention of IT Support.

Post Procedures and
Scanning /
  • Scan items of post daily, ensuring items received can be retrieved quickly.
  • The photocopying of daily post.
  • Naming document correctly, sender and Lodge/Chapter Number.
  • Excellent time management and organisation skills.
  • Attention to detail and accurate data entry.
  • Team-work as need other staff to check figures.
  • Keeping alert to problems that have to be reported to I T Support.
  • Deciding what type of donation is being sent and taking appropriate action e.g. if legacy give to appropriate person.
  • Deciding if Gift Aid Manager needs to acknowledge donations.


Requirement / Essential / Desirable
Education /
  • GSCE, or equivalent, in English and Maths.

Experience /
  • Administrative experience in an office-based environment.
  • Customer-service skills.
  • Ability to work well independently but also well as part of a team.
  • Experience with dealing with telephone calls and writing letters.
  • Experience of working in a Charity.

Knowledge /
  • Good knowledge of databases and data entry.
  • Proficiency in Microsoft Word, Excel, and Access.
  • Some knowledge of ‘Gift Aid’ would be useful.

Skills /
  • Excellent communication skills.
  • Excellent attention to detail.
  • Good time management skills and a methodical approach.
  • Ability to meet deadlines and work in a busy office environment.
  • Problem-solving skills.
  • Numeracy skills.

Note: This job description is developed as a general guideline for what is required in this role, and is not a definitive statement. The operational requirements of the organisation as well as annual objectives will influence the requirements of all jobs and employees. In other words, job holders will be expected to carry out reasonable tasks required of them, over and above what is described herein. This job description is also subject to review and change from time to time, subject to discussion with the post holder(s).

Action: / Name: / Date:
Reviewed by: / Sue George / 30/09/2016