Donor Care and Finance Coordinator

Reporting to the Finance Officer

Part time 16 hours - 6 month fixed term contract covering maternity leave

£25k per annum (pro rata)

27 days holiday per annum + Bank Holidays (pro rata)

Based in Leeds

Job Summary:

We are looking for an enthusiastic individual to join our Finance team at Candlelighters. The role includes a range of responsibilities as below:

  • Donor Care: inputting financial movements onto database and passing letters to relevant member of the fundraising team to produce thank you letters within 3 days.
  • Adding new donors who set up a standing order to the database
  • Adding new families/patients to the charity database.
  • Adding family information relating to grants or holidays as and when taken. Ensuring procedures for excellent customer service within the finance team
  • Managing the holiday provision materials within the charity, ensuring annual mail out is managed within the finance team and incoming bookings shared between finance team.
  • Ensuring Gift Aid is applied to donations where appropriate and encouraging the use of gift aid forms
  • Liaise with Fundraising Team when large events and campaigns are running to ensure correct recording for reporting
  • Larger event administration using database and other methods of collating information.
  • Processing online donations from external web sites where the charity has a relationship. e.gJust Giving, My Donate, Everyday Hero and Virgin online.
  • On line giving Gift Aid reports to be input onto the database monthly.
  • To provide financial and fundraising support for the Candlelighter’s Charity from online donations. This requires report delivery weekly.
  • Provide income and expenditure reports for the Candlelighter’s finance officer daily.
  • Bank all monies received and produce a daily bank reconciliation statement.
  • The post will involve considerable computer data inputting, handling of cash, general and other correspondence.
  • The post holder will be required to maintain excellent working relationships with all Candlelighters staff, including Trust staff, local and national organisations, volunteer fundraisers, patients and their families.
  • Provide information for the fundraising team or charity team as and when required.
  • Maintain donor data base in line with charity law and data protection.
  • General ad hoc administration as and when required.

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

  • Education to A Level (or equivalent). Five GCSE\O levels or equivalent to include Maths and English at Grade C or above
  • RSA Stage 2 typing\word processing or equivalent
  • European Computer Driving License (ECDL
  • Clean Driving License

CORE VALUES

The beliefs and attitudes that underpin effective performance within the job role.

  • Honesty, integrity and discretion
  • Professionalism
  • Flexibility
  • Team worker
  • Commitment
  • Compassion
  • Non judgmental

CORE BEHAVIOURS AND SKILLS

  • Commitment to ensuring work is completed and targets met within agreed timescales
  • Demonstrate integrity and respect confidentiality
  • Ability to adapt to new situation and working practices
  • Flexibility and ability to prioritise workload
  • Ability to work effectively under pressure
  • Supportive and helpful to patients, their families and the charity’s supporters
  • Compassionate and understanding of patients and their families’ need
  • Numeracy

CORE KNOWLEDGE AND UNDERSTANDING

  • Developing knowledge of the charity, its objectives and activities
  • Development of understanding of Charity Law
  • Development of understanding of fundraising processes and the charity sector
  • Awareness of Data Protection Act
  • Computer Literacy and knowledge of all Microsoft Office Applications

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

  • To be responsible for the counting of collection boxes and daily banking of cash and cheques
  • To record and receipt donations on a daily basis
  • Liaising with the Candlelighters Finance Officer to ensure the efficient banking.
  • To provide initial advice, guidance and support to donors and fundraisers with regard to agreed procedures and the requirements of Gift Aid and other types of tax efficient gifts.
  • To produce Gift Aid claims for the HMRC as required by the Finance Officer. At least twice a year.
  • To provide database (Harlequin) support for the finance and fundraising departments.
  • Acting as a point of contact for personal, written and telephone enquiries from members of the public, responding quickly and effectively, ensuring accuracy and recording responses
  • Dealing with distressed friends and relatives of patients (including bereaved families) advising them of their options regarding holiday provision
  • Monitoring and ordering of stationery items
  • Reconcile card payments for online shop, donations and payments for events.
  • To write appropriate, accurate and sensitive acknowledgment letters to donors, when required.
  • Responsibility for daily input and coordination of donor information for the Fundraising Database.
  • Maintain an awareness of all charity’s activities
  • Develop office systems including filing, follow up and other systems as appropriate, both paper and software based
  • To maintain the mailing function of the Fundraising Database, to ensure mailings are up-to-date and accurate.
  • Maintaining the purchase ledger weekly, by inputting invoices into Sage financial system and raising cheques and BACS as required.
  • Inputting payment information into Sage, to show as a bank movement after cheques/BACS has been raised.

The post holder will be expected to provide cover across all areas of the finance department for colleagues during holiday periods.

This job description sets out the main duties and responsibilities of the post. The specific duties may vary according to the need for charitable support for the Paediatric Oncology and Haematology Unit and the charity’s activities.

COMMUNICATION & WORKING RELATIONSHIPS

  • To advise and provide support for the Finance Officer to enable them to provide details for the Candlelighter’s Financial Sub-Committee and the Candlelighter’s Trustees
  • To provide information and support to families of paediatric & adolescent oncology & haematology patients
  • To provide information and support for all paediatric & adolescent oncology & haematology staff
  • To provide information and support to all the charity’s fundraising supporters and volunteers

SPECIAL WORKING CONDITIONS

EMOTIONAL EFFORT: Ability to manage experience of contact with highly distressed patients and families commonly occurring following clinical appointments, changed treatment or diagnostic outcomes.

Interested? To apply please submit your CV and covering letter to:

Deadline for applications: 12 noon on 27thNovember 2017

Applications must be available for a role specific interview and task on the date below:

Wednesday15th of November 2017

Application Feedback

Unfortunately due to the large number of applications we receive, we are unable to provide feedback to those applicants who are rejected prior to interview.