About this role
Job summary
Join Our Team as a Fundraising Coordinator!
Do you want to help make a real difference to people living with a life-limiting illness and those close to them?
Are you an organised and proactive administrator with excellent customer service skills and a passion for supporting charitable fundraising?
If so, we would love to hear from you.
Barnsley Hospice is seeking an enthusiastic and dedicated Fundraising Coordinator to join our Income Generation Team.
About the Role
As a Fundraising Coordinator, you will play a central role in ensuring the smooth and efficient running of the Fundraising Department. You will oversee fundraising administration processes, support donor care, maintain fundraising databases, and help deliver an excellent experience for our supporters.
This is a varied and rewarding role where you will work closely with fundraising colleagues, supporters, volunteers and other departments across the Hospice. You will also provide day-to-day leadership and support to Fundraising Administrators and office-based volunteers, helping to ensure high standards of service and efficiency are maintained.
Contract Details
Contract: Permanent
Hours: Part Time up to 22.5 hours per week
Salary: £13.09p per hour
Location: Barnsley Hospice, Gawber
Main duties of the job
Key Responsibilities
Manage and maintain fundraising administration systems, records and processes to ensure accuracy and compliance.Maintain supporter records and process donations accurately using Donorflex and other fundraising platforms.Process Gift Aid claims and ensure donor information and consent preferences are kept up to date.Produce reports and statistics to support fundraising activities and monitor performance.Provide excellent customer service to supporters via telephone, email and face-to-face interactions.Support the planning and administration of fundraising campaigns and events.Supervise and support Fundraising Administrators and office-based volunteers.Manage incoming and outgoing fundraising correspondence and office administration.Identify opportunities to improve systems and processes, promoting efficiency and best practice across the team.About You
We are looking for someone who:Has at least two years' experience in an administrative role.Has experience of accurate data entry and working with databases or CRM systems.Has excellent organisational skills and attention to detail.Is confident producing reports and working with financial information accurately.Can manage competing priorities and work independently when required.Is a positive team player who enjoys supporting colleagues and volunteers.Has strong IT skills and a commitment to delivering work to a high standard.
About us
Why Join Barnsley Hospice?
Barnsley Hospice is a charity providing specialist palliative and end-of-life care to hundreds of local people each year. Our focus is on helping people achieve the best possible quality of life while supporting those close to them throughout illness and bereavement.
By joining our team, you will help ensure that vital services continue to be available to people across our community while supporting fundraising activities that make this care possible.
We are committed to Equality, Diversity and Inclusion and warmly welcome applications from all sections of the community. We particularly encourage applications from Black, Asian and minority ethnic candidates, LGBTQIA+ candidates and candidates with disabilities, as we are committed to increasing representation across our workforce.
If you are looking for a role where your skills can make a genuine difference and where every day brings new opportunities to support an important cause, we would love to hear from you.
Job description Job responsibilities
Main Duties & Responsibilities:
Database administration and record keeping
1. Ensure that all administrative processes, systems and records in the Fundraising team are upto-date and accurate taking responsibility for filing, maintain and archiving records in line with the hospices policies.
2. Input all donations, ensuring they are coded and processed correctly on the supporter database (Donorflex).
3. Draw down funds from third-party payment sites (e.g. Just Giving, PayPal and input onto Donorflex.
4. Create, maintain and update donor records on Donorflex to ensure information such as GDPR consent preferences, responses to mailing and other changes of details are up to date.
5. Work with the external lottery management company used by the hospice to ensure they are kept up-to-date with notifications of consent preferences or other relevant changes supplied by a donor to maintain the integrity of their database.
6. To administrate the permissions provided by the external lottery company and update Donorflex accordingly
7. Run monthly reports from Donorflex and other third-party systems (e.g. JustGiving), providing detailed statistics to support the work of the Fundraising team.
8. Help to develop and implement reporting templates for the fundraising team, and other teams as required.
9. Ensure that Gift Aid declaration are obtained, recorded and maintained in line with the hospices policy. Managing correspondence with donors as required.
10. Generate reports from third-party giving sites (e.g. Just Giving and MuchLoved) and ensuring that relevant information is accurately entered onto the Donorflex database.
11. Pull mailing lists for campaigns and events as requested, adhering to GDPR regulations and the hospices privacy policy.
12. Liaise with the database account manager and/or support team as required.
Supporter care
13. Acknowledge and thank donations in an appropriate way using the relevant standard templates producing more personalised responses when requested by an individual fundraiser.
14. Collaborate with fundraising and marketing colleagues to ensure that thank you templates are updated periodically in an agreed timeframe.
15. Answer any incoming telephone enquiries in a professional and friendly manner, and ensure an appropriate response is provided in a timely manner.
16. Monitor the Fundraising inbox, responding to general enquires or forwarding to the relevant team member when required.
17. Act as the first port of contact for the Fundraising team, delivering excellent customer service in-person, via email or over the telephone.
Financial processes
18. Count, batch and input all donations, ensuring they are coded correctly.
19. Manage all cash takings and donations in line with hospice policies and procedures, ensuring that cash is securely stored onsite and banked in a timely manner.
20. Process card payments, CAF cheque donations and other online donations.
21. Assist Finance team in the reconciliation of income in the Fundraising bank account from other sources such as Just Giving, PayPal, and Merchant Management System.
22. Provide required financial reportsto the Finance team.
23. Generate the necessary reports and conduct month-end on Donorflex.
24. Take responsibility of obtaining, maintaining and recording floats and petty cash as required.
25. Raise purchase orders through the online system and assist with ordering items once approved.
26. Raise invoices and reconcile deliveries.
Systems and processes
27. Ensure administration systems and processes are up-to-date, accurate and are being adhered to at all times.
28. Bring a continual improvement mindset to developing alternative, more efficient procedures. Leadership and supervision
29. Provide motivating and inspiring leadership to the fundraising administration team members, ensuring their work is the high-standard that is expected, taking proactive and supportive steps to address any underperformance issues.
30. Develop workplans for the fundraising administration team to ensure routine tasks and ongoing projects are completed to an agreed deadline.
31. Problem-solve issues arising on a daily basis, seeking direction from the Head of Fundraising and Marketing when required.
32. Responsible for office-based volunteers conducting administration tasks, ensuring their work in completed to the expected standard and they have the required training.
33. Providing the relevant training to team members, seeking external training opportunities as and when required. Office support
34. Manage the Fundraising teams incoming/outgoing post.
35. Keep an accurate and up-to-date stock check for stationary, equipment and branded items liaising with the relevant teams to ensure required stock levels are maintained.
36. Assist with keeping the office a tidy and well maintained space.
37. Plan staff rotas to ensure the office is covered as required. Fundraising team support
38. Manage the hospices collection box scheme and ensure all boxes are distributed, collected, counted and inputted onto the database with the support of volunteers.
39. Act as the first point of contact for the Fundraising office, dealing with general enquiries and messages in a timely manner.
40. Organise internal meetings, prepare agendas and notes/minutes as requested.
41. Assist in the planning and organising of fundraising events and campaigns.
42. Help the team to record expenditure and ensure it is coded to the relevant event, campaign or source.
43. Help to organise volunteer rotas for events.
44. To work collaboratively with reception regarding donations from members of the public
Other Responsibilities
45. To undertake any other duties, commensurate with the role as required by the Hospice.
46. To act as an ambassador of the Hospice, maintaining honesty, integrity and trustworthiness at all times.
47. The post holder will be expected to maintain strict confidentiality at all times.
48. The post holder will ensure that they are aware of and apply health and safety and fire precautions.
49. The post holder will ensure that clinical risk management and safeguarding procedures and relevant good practice guidelines are followed at all times.
50. The post holder is to ensure data protection is maintained at all times.
51. The post holder will be flexible in terms of working hours in order to meet service needs.
52. The post holder will support the Hospice as required, across the range of duties as appropriate within the grading of this post. In the context of rapid and ongoing change within the Hospice, the above responsibilities represent the current priorities and requirements for the post. These priorities will develop and evolve over time.Any significant changes will be the subject of full communication and consultation with the post holder.
Person Specification
Experience Essential
At least 2 years' experience in an administrative role. Experience of accurate and efficient data entry. Experience of working with a database or CRM system (e.g. Donorflex or similar). Experience of extracting and producing reports from databases or other systems. Experience of handling financial transactions, including cash, card payments and banking processes. Experience of providing excellent customer service and handling enquiries by telephone, email and face to face. Experience of working independently and managing own workload. Experience of working effectively as part of a team.
Desirable
Experience of working with Donorflex or another fundraising CRM system. Experience of reviewing and improving administrative systems and processes. Experience of line management or supervising staff. Experience of supporting and coordinating volunteers. Experience of working within a charity, fundraising, healthcare or not-for-profit environment.
Qualifications Essential
GCSE English Language and Mathematics at Grade C/4 or above (or equivalent qualifications).
Desirable
Additional qualifications in Business Administration, Customer Service, Fundraising, or a related subject. Relevant vocational qualification (e.g. NVQ Level 2 or Level 3 in Business Administration or equivalent).
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Barnsley Hospice
Address 104-106 Church Street
Gawber
Barnsley
S75 2RL
United Kingdom
Employer's website https://www.barnsleyhospice.org/ (Opens in a new tab)