Dear Applicant

Post Title:Senior Lottery Officer

Salary Range:£19,697 to £22,683 pro rata per annum

Hours:30 hours per week

Closing date:Friday 20th April 2018

Informal Enquiries to: Ron Swanson, 01292 288488

Thank you for your recent enquiry regarding the above vacancy. I have pleasure enclosing an application pack containing;

  • An Application Form. Please note we do not accept CVs.
  • An Equal Opportunities Form.
  • A Job Description (for reference only).
  • A Person Specification (for reference only).
  • An Information sheet containing details of the terms and conditions applying to the post (for reference only).

Please note that only candidates who are shortlisted and invited for interview will receive further communication regarding the process of an application. I would therefore like to thank you for the interest you have shown in this vacancy with The Ayrshire Hospice and look forward to receiving your Application for this post.

Yours sincerely

LORNA SAMSON

People Development Officer

INFORMATION

FOR CANDIDATES

POST OF:SENIOR LOTTERY OFFICER
BASE:29 MILLER ROAD, AYR, KA7 2AX
REF NO:AH/08/18

Thank you for applying for the above post with the Ayrshire Hospice. This information sheet summarises the terms and conditions related to the post. The Hospice has recently undertaken a Pay and Benefit Review and the following terms and conditions will be effective from 1 April 2016.

ABOUT THE POST:

Employing Organisation:Ayrshire Hospice

Job Description:A job description is attached.

Salary/Grade Scale:Band 4

Your salary will be paid into your bank account on the last Friday of each month.

Hours of Work:30 hours per week

Annual Leave:Leave year is from April – March

30 days (225 hours) on commencing employment

32 days (240 hours) after 5 years’ service

For part time staff, this will be applied on a pro-rata basis and also allocated in hours.

Public Holidays:Entitlement is 37.5 hours based on the 5 designated Public Holidays per annum, and on a 5 day week working 7.5 hours per day. The 37.5 hours entitlement is due to all whole time staff irrespective of work pattern.

For part time staff, this will be applied on a pro-rata basis and also allocated in hours.

Pensions:The Company will comply with the employer pension duties in accordance with Part 1 of the Pensions Act 2008 by automatically enrolling you where eligibility criteria is met, in the Group Personal Pension Plan.

The Hospice provides a generous employer contribution of 7.5% of your salary per month provided a minimum 2.5% employee contribution is made.

Asylum AndThe Asylum and Immigration Act 1996 and 2004(Section 8)

Immigration Act 1996checks to ensure that all employees are legally employed

And 2004 (Section 8):in the United Kingdom. Candidates will be asked to provide relevant original documents prior to an offer of employment being made. Any offer of employment will only be made when the organisation is satisfied that the candidate is the rightful holder of the documents and is legally eligible for employment within the United Kingdom.

Medical Examination:Any offer of employment is conditional upon a satisfactory medical report from the Occupational Health Department. You may be offered employment conditional on confirmation that you are medically fit for employment. A commencement date for employment will only be agreed following this confirmation.

Rehabilitation ofThis post is not exempt from the provision of

Offenders Act:Section 4(2) of the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975.

References:Two satisfactory written references must be obtained prior to any offer of employment being made. These should include current and previous employers as requested in the job application form. This is in line with our Recruitment and Selection Policy.

Informal Enquiries:Informal enquiries are welcomed by Ron Swanson, Assistant Fundraising Manager (Lottery & Community), who can be contacted on 01292 269200.

Closing Date:Your completed application form should be submitted to:-

Administration Department

Ayrshire Hospice

35 Racecourse Road

AYR

KA7 2TG

Or emailed to

By: Friday 20th April 2018

JOB DESCRIPTION

  1. JOB IDENTIFICATION

Job Title: Senior Lottery Officer
Responsible to: Assistant Fundraising Manager (Lottery & Community)
Department(s): Fundraising
Directorate: Finance & Fundraising
No of Job Holders: 1
Last Update: March 2018
2. JOB PURPOSE
To co-ordinate and manage a team of approx. 80 self employed Lottery Collectors throughout Ayrshire who collect door to door fortnightly from around 7,000 members, recruiting, selecting and training collectors on an on-going basis and overseeing collectors and collection systems.
To provide direct support to the Assistant Fundraising Manager in the administration, organisation, regulation and delivery of an effective Hospice Lottery scheme.
To identify target geographical areas for canvassing new lottery members and implement plans for door to door canvassing or community based canvassing activities as appropriate.
3. DIMENSIONS
Directly supports the administration, operation and financial management of the Hospice lottery scheme with a membership of approx. 14,000 members, generating income of approx. £700,000.
The post will manage the door to door cash collection of lottery payments from members, generating income of approx. £450,000 per annum.
Responsible for the selection, training, supervision and management of 80 self employed lottery collectors throughout Ayrshire who collect from approximately 7,000 members each fortnight.
Work with all sections of the community using a wide range of skills including negotiation, administration, communication and promotion to ensure a strong positive public image of the Hospice is maintained.
Oversee and supervise involvement of volunteers – numbers ranging from 1 to 5.
4. 0RGANISATIONAL POSITION
5. ROLE OF DEPARTMENT
The Ayrshire Hospice is a specialist resource for those individuals receiving palliative care, who have particularly complex needs that cannot be fully met in their usual place of care. The Hospice strives to meet physical, emotional, social and spiritual needs providing the highest standard of patient centred Specialist Palliative Care possible while ensuring choice, dignity and self esteem and an enhanced quality of life and engages with family and friends offering them support and bereavement counselling.
The Finance & Fundraising directorate is responsible for:
  • achieving strong sustained net income growth in order for the Hospice to meet its operational and strategic aims;
  • Identifying, developing and maximising a varied portfolio of income streams ensuring sustainability;
  • establishing and maintaining sustainable relationships to benefit Hospice income generation and marketing initiatives;
  • communicating the value of the Hospice both locally and nationally to raise awareness and promote services as a leading provider of Specialist Palliative Care;
  • financial governance, delivering efficient and well controlled financial operations;
  • all reporting and annual returns to Companies House, the Office of the Scottish Charity Regulator, Her Majesty’s Revenue and Customs, The Gambling Commission and the external auditor, reflecting the organisation’s financial compliance with legislation and standards;
  • the day to day financial management of the Hospice including the formulation, implementation and monitoring of departmental budgets.
The directorate works closely with colleagues in the other departments and external stakeholders to improve hospice services for the population of Ayrshire & Arran, and to ensure alignment of local financial, clinical service, workforce and capital plans with the organisational fundraising strategy and income generation targets. This is achieved in an open and facilitative way to secure their trust and support.
6. KEY RESULT AREAS
  1. Support the Assistant Fundraising Manager in the administration of all lottery player processing and the operation of the computerised lottery system. Maintain the lottery membership database, ensuring that contact names, postal addresses, subscription details, bank account & payment method, prize money awards etc are up to date. Set up and input new memberships and close records for leavers.
  1. Undertake the day to day management and supervision of a team of 80 self-employed Lottery Collectors collecting cash payments door to door from members each fortnight.Maintain a comprehensive record of all cash collections undertaken, retaining supporting paperwork and documentation as appropriate. Ensure all cash handling and counting is undertaken by collectors in line with Hospice cash handling and security procedures, providing advice and guidance as required.
  1. Support and communicate with the 80-strong collecting team ensuring that they have the correct and up-to-date information in order to operate. Prepare, produce and circulate accurate round sheet records to all collectors and liaise with them to confirm monies collected and arrange submission of round sheet data.
  1. Preparation of monthly statistical and financial reports for the Assistant Fundraising Manager demonstrating the on-going performance of the lottery against agreed income, membership and cash collection targets. Review and report on performance against income generated from collectors and percentage of successful collection rate.
  1. Co-ordinate the provision of appropriate cover and resources at all times for vacant rounds to minimise loss of income. Identify, recruit and arrange temporary manpower resources (volunteers or paid) to undertake door to door payment collections for vacant rounds, providing appropriate intensive support and guidance to temporary staff to effectively undertake this role.
  1. Support the Assistant Fundraising Manager in the implementation of marketing campaigns for the Hospice lottery. Co-ordinate the design and production of effective promotional material, ensuring that materials are tailored to target audiences and communicate clear messages to generate support and/or raise the profile of the Hospice. Prepare marketing information for inclusion on the Hospice website.
  1. Identify new opportunities for generating lottery sales income whilst building on and refining existing income streams. Research local market factors including current player profiles, competitor schemes and local population demographics to inform ideas and plans. Identify target geographical areas for canvassing and implement plans for door to door canvassing or community based canvassing activities as appropriate. Recruit effective canvassing staff to undertake agreed canvassing activities and supervise and monitor performance.
  1. Co-ordinate and deliver annual training for all collectors and canvassers involved in the promotion, sales and administration of the lottery to ensure awareness and understanding of regulatory and legislative requirements and achieve compliance with requirements of the gambling licence under which the lottery scheme is operated. Collectors and canvassers should also be trained in aspects of customer service, personal safety & security and relevant Hospice policies and procedures.
  1. Promote the work of the Hospice within the community by undertaking presentations to business and community groups, schools and other professional organisations to explain the work of the Hospice and the fundraising department.
  1. Undertake the recruitment, management, motivation and training for all lottery collectors and canvassers. Manage and monitor collectors and canvassers developing strong communication and collaborative relationships andactively encourage their development.

7a. EQUIPMENT AND MACHINERY
The main piece of equipment used is a personal computer. The PC is used both as a terminal to access and input to the lottery system and as a desktop computer to operate spreadsheet software for the recording of financial information and production of budget reports and analyses. Through the use of e-mail software and systems, the PC is also used as a key communication tool.
A range of office equipment will be used on a regular basis when producing promotional and publicity materials. This will include the use of photocopier, specialist risograph printers and laminators. A specialist digital camera will also be regularly used/operated at events to generate photographic images for use/publication in newsletters etc.
A wireless/portable credit card terminal will be used to obtain payment for lottery memberships or to receive general donations.
7b. SYSTEMS
The post-holder will make regular use of the computerised lottery system – Pathway. This involves both inputting player/member details and information to the system and interrogating the system in response to queries, analysis and for reporting purposes; creating and generating routine and ad-hoc membership, lottery draw and activity reports from the system as part of the department’s marketing, communication and membership development responsibilities.
The post-holder will be an authorised user for the Hospice electronic banking system. Electronic banking will be used to review bank balances as required and to download banking information and reports to aid in the completion of bank reconciliations.
Use of Microsoft Excel is required to produce spreadsheets that contain financial analysis and statistics to meet reporting requirements.
Use of desktop publishing and digital imaging software to design, construct and produce a range of promotional and marketing materials.
Daily use of Microsoft Outlook for communicating with Hospice colleagues and to distribute fundraising information and reports, as required to internal and external stakeholders.
8. ASSIGNMENT AND REVIEW OF WORK
The post-holder receives general direction from the Assistant Fundraising Manager and is expected to use personal initiative and be largely self directed in the organisation of their day to day work. The post-holder is expected to manage their workload within agreed policies and to specific timescales set by the Assistant Fundraising Manager as well as the Lottery draw calendar. This will require the post holder to plan and prioritise their workload taking into account project timelines and demands of the draw calendar.
The post-holder has delegated responsibility and scope within their collection and canvassing activities to use their personal initiative across a range of tasks at various levels e.g. recruitment of collectors, identifying targeted canvassing activities and recruiting canvassers, managing distribution and collation of collection round sheets, issuing communications, composition and distribution of promotional material etc.
The post-holder has frequent evaluation consultations on the performance of the lottery scheme & cash collections with the Assistant Fundraising Manager and other members of the fundraising team.
The post-holder in co-ordinating the administration of the lottery collections will determine work priorities for supporting volunteer staff and delegate work and tasks to volunteers as appropriate.
The post-holder meets and reports to the Assistant Fundraising Manager on a regular basis, giving verbal, written or spreadsheet reports. Annual performance objectives will be agreed with the Assistant Fundraising Manager and progress against these will be reviewed on a bi-annual basis.
9. DECISIONS AND JUDGEMENTS
The post-holder has discretion to determine the order in which tasks will be completed to ensure that all relevant lottery scheme timelines and deadlines are met.
The post-holder will identify problems and resolve them in a professional manner where possible, without recourse to the Assistant Fundraising Manager. Decisions and judgements are required on a daily basis in regard to workload, vacancy and collecting issues etc, and requires tact and diplomacy on financial matters relating to collectors. This involves consultation, negotiation and seeking a compromise or alternative solution.
The post-holder will work under their own initiative and make on the spot decisions, anticipating problems that may arise with regard to collectors and acting on them expeditiously to minimise loss of income. Where Collectors fail to meet the strict fortnightly collection deadlines this will necessitate a total re-evaluation of priorities for that day in order to initiate an immediate response to arrange alternative collections.
Taking steps after consultation with the Assistant Fundraising Manager where necessary to discipline or dismiss a collector e.g. inappropriate conduct.
Directly contributes to decision making on aspects of strategy development for generating new lottery sales income including player acquisition, player retention and targeted canvassing programmes.
10. MOST CHALLENGING / DIFFICULT PARTS OF THE JOB
Co-ordinating on-going canvassing activities to recruit new lottery players & members and advertising and organising on-going promotions and leaflet dropping.
Responding to collector vacancies which arise regularly with very tight deadlines, acting expeditiously to minimise loss of income.
Undertaking lottery player analytics and effectively interpreting and applying results to inform the development of new player acquisition campaigns, direct mail appeals and canvassing activities.
11. COMMUNICATIONS AND RELATIONSHIPS
The main internal contacts for the post-holder out-with the Department are:
  • Hospice staff to respond to queries regarding the lottery scheme and Hospice led community events and to secure support and input to the promotion of the lottery scheme
  • Volunteers to consider and discuss the roles and requirements of volunteering input to the fundraising function
  • Human Resources staff in the recruitment & selection of collectors and canvassers and in dealing with matters of conduct or capability
The main external contacts for the post-holder are:
  • Members of Public - direct contact and indirect via website, publicity and media coverage, in order to promote lottery membership and special draws
  • Other service providers and organisations within the community - to establish good working relationships and aid promotion of the Hospice
  • Media - maintain relationship with local Press and radio to maximise the profile of the Hospice and promote lottery campaigns
  • Self-employed Collectors - to supervise their collection activities and develop strong communication and collaborative relationships in their engagement with and support for the Hospice

12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
PHYSICAL EFFORT/SKILLS
A high level of speed and accuracy and advanced key board skills are necessary to enable the post-holder to operate the range of computerised systems utilised within the Department. This involves inputting large volumes of data to and extracting information and reports from the systems. High volume data input will include fortnightly collection sheet input and cash & banking entries.
The nature of the post and areas of responsibilities will require the post-holder to travel to provide support to collection and canvassing agents in a range of locations. Meetings are held in locations across Ayrshireand long periods will therefore be spent travelling/driving.
When present within the office the post-holder will spend their time sitting at a desk operating a computer or involved in meetings with colleagues.
Lifting and handling light to medium loads in the collection and distribution of materials to/from collectors.
MENTAL EFFORT/SKILLS
Periods of intense concentration are required by the post-holder to enable them to input and extract data accurately, analyse lottery information and to undertake all financial management accurately, often working to tight deadlines. Periods of concentration will range from a period of one hour when inputting membership information to the lottery system; up to 3 hours at a time when compiling and reviewing lottery or event performance reports.
Workflows are interrupted on a regular basis through both telephone contact and responding to unplanned requests, which will necessitate the post holder to switch between tasks.
Focused concentration, compassion and interest required when communicating with and responding to collectors and members of the public.
EMOTIONAL EFFORT/SKILLS
The post-holder will communicate and build positive relationships on a regular basis with all members of the public attending fundraising events and purchasing lottery tickets, recognising and affirming them as key supporters of the Hospice.
The post-holder has direct management responsibility for the self-employed collection and canvassing teams and will require to manage all aspects of agent’s performance and conduct. This will include discussing matters of poor performance, providing support in development and training issues related to performance and applying disciplinary procedures when necessary.
WORKING CONDITIONS
When present within the office the post-holder will spend the majority of their working day operating a computer thereby involving regular and continued use of a keyboard and exposure to VDU equipment.
Collection activities are outdoors and are undertaken irrespective of weather conditions.
13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
Technical skills and knowledge required will usually be obtained by holding a Higher National Certificate qualification in Business Administration or equivalent.
Clear working knowledge and understanding of project management, sales & marketing, business administration and donor development.
Previous experience in managing administrative systems and databases, financial control, sales & marketing and undertaking direct selling is essential.
Demonstrable experience of working in a fundraising environment and dealing with donors and the general public is desirable.
Previous experience in dealing with face to face contact with customers and the development of positive customer relationships is essential. The post-holder should have a demonstrable ability to deliver high levels of customer service and support.
Established and demonstrable experience in a retail or customer service management role.
Excellent communication skills – written and oral. An ability to communicate confidently and clearly to a range of diverse audiences and to achieve objectives through these contacts. This will involve negotiation skills, motivation, influencing, tact, diplomacy and persuasion.
Must be skilled in managing, developing and motivating a range of staff and have demonstrable management experience and ability to co-ordinate a busy project team.
Proficiency in a range of computer applications, particularly databases, e:mail and word processing.
The post-holder should hold a full driving licence.
14. JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each jobholder to whom the job description applies.
Job Holder’s Signature:
Head of Department Signature: / Date:
Date: