Office Assistant

Bristol (City Centre), City of Bristol
27 Nov 2018
10 Dec 2018
Contract Type
Full Time

Office Assistant

Job Description and Personal Specification

Line Manager Fundraising Manager

Location 30-32 Upper Maudlin Street, Bristol BS2 8DJ

Terms Full-time, 35 hours

Salary £16,000

Summary of Role

Work for The Grand Appeal and you’ll do more than just a job. The work we do really makes a difference and together, we have the power to change lives.

As the Bristol Children’s Hospital Charity, we’re there every step of the way for sick children and their families. From the moment a child arrives at the hospital, our support workers offer comfort and advice; we give parents and siblings a free, comforting place to stay; provide daily music therapy
sessions and arts and play activities; and fund the pioneering equipment and research that save lives.

We’re a multi-award winning organisation, providing a wide range of support to patients, families and staff in Bristol Children’s Hospital. We work on a local, regional and national level to raise money and engage with a range of fundraisers and partners in support of our cause and to build our brand.

But that’s not all - we do more than you think, working across the fundraising, retail, commercial, and operations and services industries. We also run the most successful charity arts trails in the world through Gromit Unleashed, engaging fans in Bristol, the UK, and around the world with
truly innovative fundraising events. Whether we are delivering life-changing projects or creating new fundraising concepts, we are constantly developing creative ways to raise more money to help more children.

As one of Bristol’s most loved charities with significant local and international impact, The Grand Appeal is now at an exciting stage. Having generated over £50 million to support the hospital, and dedicated to continuous growth, there is an opportunity to join our team in the newly created role of Office Assistant.

We are expanding to broaden the scope of support to Bristol Children’s Hospital and our fundraising teams.

This new role will provide a welcoming reception to everyone visiting the charity, as well as efficient administrative support to the organisation.

The successful candidate will have a professional manner and interact with visitors face-to-face, as well as over the telephone and email. You'll have excellent interpersonal, communication and organisation skills with a good understanding of IT and office systems (including filing and storing information).

You will be responsible for administrative tasks and will be expected to play a full and active role within the fundraising department and across the organisation. Enthusiasm, initiative, energy and a passion for our cause are key attributes of The Grand Appeal’s team.

We are looking for a dedicated individual to join our award-winning team, who will share our vision of making life the very best it can be for sick children. If this sounds like you, we want to hear from you. We have ambitious goals, and the good news is we are helping more children than ever. Work with us and you’ll do more than you ever thought possible.

Key tasks and responsibilities

Front of House

  • Responsible for the front of house and offering a warm welcome to supporters.
  • Route communications (phone, email, visitors) onwards to relevant team members.
  • Maintain the reception area, ensuring the desk is manned at all times and that reception is clean and tidy and appropriately stocked with all literature and that orders are placed when supplies are low.
  • Maintain the small retail operation based at 30 Upper Maudlin Street, coordinating with the Gromit Unleashed Shop Managers and the Charity Retail Manager.
  • Handle incoming and outgoing post and deliveries in an efficient manner


  • Manage room and car park bookings for organisation.
  • Enter supporter data into the database in a timely and meticulous manner.
  • Assist with the fulfilment of fundraising resources and direct mail for campaigns and events.
  • Photocopy and scan documents where needed.
  • Keep up-to-date with electronic and paper filing.
  • Process and document incoming cash donations.
  • Order and distribute office supplies
  • Running errands

Other tasks

  • Keep abreast of charity law and abide by the Charities Act, Fundraising Regulator, Institute of Fundraising Code of Practice, Gambling Commission and General Data Protection Regulation.
  • Carry out other tasks and duties as required, to support colleagues across the organisation.

This role profile is not exhaustive and is subject to review in conjunction with the post holder and according to future changes/developments in the service. All job descriptions are non-contractual and give a sense of the broad scope of the role and so include a level of flexibility. Whilst they list some key tasks there will also always be tasks that arise and which can be reasonably expected of the role.

The Grand Appeal is committed to safeguarding and promoting the welfare of all children, young people and vulnerable adults, and as such expects all staff and volunteers to share this commitment. The selected candidate will be appointed subject to a DBS check.