Fundraising Assistant

JOB SUMMARY

This is a full time post at Heartlands Hospital Charity, the official charity of Heartlands Hospital.

The Fundraising Assistant will work closely with other members of the hospital charity, providing secretarial and administrative support to the fundraising team and the Charity overall.

Working as part of a team the post holder will have specific responsibility for accurate data inputting of donations, fundraising and Gift Aid claims and correspondence with donors and fundraisers.

The post holder will also learn how to organise and run events put on by the charity and its supporters. This role will involve regular evening and weekend work at charity events and as such is subject to a 7 day working week contract.

The post is suitable for someone who wishes to start a career in fundraising, or who has experienced fundraising in a voluntary capacity.

Heartlands Hospital Charity is part of a group of four hospital charities that support hospitals across Birmingham including Queen Elizabeth Hospital Birmingham, Good Hope Hospital and Solihull Hospital.

PRINCIPAL DUTIES

• Providing secretarial and administrative support to the fundraising team with specific responsibility for accurate data inputting of donations, fundraising, Gift Aid claims and correspondence both written and verbal with donors and fundraising.

• Organising fundraising events put on by the charity and its supporters. Booking venues, producing publicity material, ensuring events comply with all legal and financial controls.

• Typing and processing of correspondence, reports and other documents as requested a daily basis with packages to include Microsoft Office i.e. Word, Excel Outlook, Access and PowerPoint, and donor database Raiser's Edge.

• Photocopying, distribution and dispatch, faxing and other administrative duties as appropriate.

• Organising, attending and minuting meetings and conferences, to include booking rooms and refreshments and liaison with attendees.

• Organising electronic and paper diaries as requested.

• Dealing with incoming and out-going post, ensuring that it is dealt with effectively, efficiently and promptly.

• Collecting donations from across the hospital and meeting donors and fundraisers who come to the hospital.

• Banking donations at the Cashiers office and issuing receipts.

• Managing and prioritising unpredictable and frequently interrupted busy workload.

• To work with and deliver clear objectives and key performance indicators.

• To proactively contribute to the achievement of targets and the ongoing fundraising success of the Charity as a whole and to be a supportive, effective and collegiate team member.

COMMUNICATION

• Relaying accurate and timely information to the fundraising team, the Charity Chief Executive and Charity Trustees on a regular basis. Communicating with clinical and non clinical staff within the hospital. Communicating with donors and fundraisers.

• Dealing with enquiries from the general public, disseminating information and ensuring that the appropriate action is taken, whilst maintaining the Charity’s policies and procedures

ORGANISATIONAL RESPONSIBILITIES

• Maintaining Raiser's Edge donor management system.  Accurate data inputting of donations, fundraising, Gift Aid declarations, thank you letters and general archiving, production and upkeep of databases. 

• Recording fundraising activity for other members of the team, including amounts raised and events attended.

• To organise with the rest of the team and charity manning levels of the office to ensure a continual service to the public.

• Monitoring and managing stock levels of fundraising materials. 

PROFESSIONAL RESPONSIBILITIES

• Ability to present oneself in a professional manner as a representative of the hospital and the charity.

• To maintain confidentiality in all aspects of duty including fundraiser and donor data.

• To assist in maintaining accurate records and to complete and return as requested statistical data.

• To maintain an accurate effective database, recording essential information and providing statistical data in accordance with guidelines and policy using Raiser's Edge, Microsoft Office, Word and Access.

MISCELLANEOUS

• to represent the Charity in a variety of different contexts and to a variety of different audiences.

• to ensure that a positive image of the hospital and the Charity is projected at all times.

• to hold a flexible approach to working hours (the role will require the post holder to work evenings and weekends as necessary).

• to hold a flexible approach to work when asked to take on other fundraising or admin duties when the team needs to cover holidays, or at times of workload pressure. 

• to adopt a supportive and collegiate approach when working with the fundraising team and other colleagues within the hospital.

The Fundraising Assistant will also carry out other projects and duties as directed by the Fundraising Manager and Charity Chief Executive.

NOTES:

This is not intended to be an exhaustive list of responsibilities but more an outline framework against which the post holder will be given flexibility to define the detail.  Any changes will be the subject of consultation with the post holder.