NetSuite Administrator

1 Year Fixed Term

Circa £44,094 per annum

IPPF is a global service provider and a leading advocate of sexual and reproductive health and rights (SRHR) for all. We are a worldwide movement of national organisations working with and for communities and individuals.

This is an exciting opportunity to work within IPPF Finance and Technology division and be involved in the implantation and embedding of a new system within IPPF. The role will provide system administration support to the IPPF Secretariat-wide implementation of NetSuite OneWorld.  The system includes, CRM, SRP, Finance, Advanced Inventory, Grants Management and Adaptive Budgeting modules. Post implementation it will take responsibility for the management of the system Secretariat wide which will include co-ordinating Regional Administration, collating feedback from the Regions, monitoring usage and analysing issue patterns, identifying new requirements and much more.

If you are interested in being part of this change project, you will have a degree or equivalent relevant work experience in Accounting and Finance. It is vital you have vast experience with NetSuite and as a minimum you will have the all the NetSuite certifications which are detailed in the job description. You will need strong knowledge of customisations, workflow development, Database management and scripting/SQL would be an added advantage. If you have worked in a global matrix organisation and this sounds like you, we would love to hear from you.

CVs will not be accepted.  For further information and an application form, please see our website or contact Human Resources, IPPF, 4 Newhams Row, London SE1 3UZ Tel: Application form available in Large Print, Audio or Braille. We regret only shortlisted candidates will be acknowledged.

Closing date: 4 February 2020

Interviews: Week commencing 10 February in London 

Applications are particularly welcome from candidates openly living with HIV/AIDS. IPPF is committed to equal opportunities and cultural diversity. Candidates from all sections of the community are welcome to apply. However, before offering the job to you, we will require proof that you have permission to work in the UK. This requirement will apply to all applicants irrespective of their nationality.

Database Administration Officer
Swadlincote, Derbyshire

About Us

The National Forest Company (NFC) is leading the creation of a restored forest landscape in the heart of the midlands, an area left badly scarred by years of coal mining and heavy industry.

Since 1995 we’ve been creating a forest on a scale not seen in England for 1,000 years and so far we’ve planted nearly 9 million trees across 200 square miles across parts of Leicestershire, Derbyshire and Staffordshire. And we aren’t finished yet…

We’re now looking for a Database Administration Officer to join us in Swadlincote and play a lead role in the development of our CRM database.

The Benefits

- Salary of £28,890 - £32,000
- Staff bonuses
- Civil Service Pension Scheme
- 30 days’ annual leave and 10.5 days’ public and privilege holidays
- Learning and development opportunities
- Flexible working

This is an exciting opportunity for a database expert with fundraising systems experience and a good grasp of GDPR to grow their career prospects as part of our innovative, environmental organisation.

You’ll discover that we are on a mission to restore 200 square miles in the heart of England back to its former natural beauty and, with nearly nine million trees planted so far, we’re well on our way. However, we are so much more than just planting trees. We’re pioneering new ways of working so that people and businesses can engage with the Forest, so that it can provide a lasting benefit for generations to come. And we’ve got an amazing vision for the future.

We now need you to drive forwards our internal processes so that we have the infrastructure to build on the successes of the past two decades. Your efforts will ensure we can continue our mission of making the National Forest a fully restored visitor destination that actively supports local communities.

So, if you think it’s about time you gave something back and worked towards a better, greener environment, we’re waiting for hear from you.

The Role

As our Database Administration Officer, you will be tasked with developing and administering our CRM database. Implementing and maintaining processes, you will ensure that high-quality information is delivered to our organisation.

Joining our Corporate Services Team, you will also be involved in creating robust reporting systems and supporting the Admin and Finance functions in their use of the database.

Specifically, you will:

- Lead the management of data within the database
- Maintain links with other data sources such as the website, email software and data imports
- Oversee the development, implementation and management of the data hygiene plan
- Ensure regular housekeeping tasks are completed for the database
- Make sure that all records are GDPR compliant and in-line with organisational standards
- Lead the development of CRM-related policies and processes
- Producing regular reports for admin and finance purposes
- Develop systems to record data that relates to all NFC operations

About You

To be considered as the Database Administration Officer, you will need:

- Proven relevant experience and sound working knowledge of databases, including imports, exports and reporting
- Experience of working with ThankQ or other fundraising CRM systems
- Knowledge and an understanding of data protection legislation and GDPR
- Good working knowledge of Microsoft Office suite, particularly Excel, at intermediate level or above

An understanding of Gift Aid and reporting processes would be beneficial to your application. Experience gained within a similar role, preferably working in the charity sector would also be an advantage, as would experience of leading a team, providing training and support to end users.

Other organisations may call this role Database Administrator, Database Officer, Database Admin Officer, Database Developer, CRM Administrator, CRM Database Admin, Business Systems Administrator, or IT Systems Administrator.

Webrecruit and NFC are equal opportunities employers, value diversity and are strongly committed to providing equal employment opportunities for all employees and all applicants for employment. Equal opportunities are the only acceptable way to conduct business and we believe that the more inclusive our environments are, the better our work will be.

So, if you’re ready to do something incredible with your career as a Database Administration Officer, please apply via the button shown. This vacancy is being advertised by Webrecruit. The services advertised by Webrecruit are those of an Employment Agency.

Chelsea and Westminster Hospital NHS Foundation Trust is the top ranked healthcare trust in London and currently the top performing hospital trust in the UK. Chief Executive, Lesley Watts was named as the Health Service Journal’s Chief Executive of the Year 2018 and the Trust has been shortlisted as ‘Best Acute Trust’ in this year’s awards.  Across two hospital sites and numerous clinics we provide care to a community of over one million people.

The Trust is one of the largest A&E providers in the UK, treating over 325,000 patients each year. We are one of the largest maternity providers in the country, delivering over 10,000 babies per annum. In addition to these core services we also house many specialisms including a world-renowned Burns Service providing care support for London and the South East and a world-renowned HIV and sexual health programme which has been at the forefront of the global fight against HIV/AIDS for over 30 years.

CW+ is the official charity of Chelsea and Westminster Hospital NHS Foundation Trust. Our generous supporters and partners enable us to:

• Build and enhance clinical facilities to create an outstanding healing environment for patients and staff
• Deliver a unique art and design programme to transform the experience and wellbeing of our patients
• Invest in health innovation to deliver exceptional patient care

We have recently completed a £12.5 million fundraising campaign ahead of schedule to fund a complete redevelopment of critical care services at Chelsea and Westminster Hospital. Through this campaign, we have established a network of high profile, high net worth donors who are committed to supporting us on future projects both personally and through their networks.

The Role

We are looking for an experienced database professional to oversee all aspects of database administration, to support (primarily) the fundraising team and help us maximise donor support and stewardship, whilst working with the regulations of GDPR.

Main responsibilities include:

• Maintaining records to ensure they are accurate and consistent
• Capturing and analysing key donor networks, undertaking online and journalistic research to identify potential supporters
• Producing bespoke reports to the fundraising team on fundraising metrics
• Providing supporting materials for events, meetings and other projects as required
• Identifying new prospects for appeals and core programmes of CW+
• Supporting the fundraising team to identify how best to engage prospects and track the progress of each relationship using Harlequin database

Reviewing, developing and improving current processes and systems to ensure optimum use of the database

• Importing and exporting supporter data to and from the database
• Processing donations and generating thank you letters
• Running regular data checks and cleans to maintain healthy data
• Making structural changes to the database

Person Specification

The successful candidate will have the following skills and experience:

• Educated to university degree level or equivalent
• A proven track record of collecting data from various sources, analysing findings and presenting them clearly
• Excellent attention to detail
• Experience in using databases at an advanced level (complex query and report writing, task management)
• Experience of working with teams and departments to maximise results
• Able to work on their own as needed/self-sufficient
• Fully proficient in MS Word and Excel
• Good working knowledge of GDPR
• Experience of using Harlequin database systems
• Experience of working in a fundraising/medical or arts environment
• High level of IT literacy

Key Terms and Benefits

• Hours: 35 per week (normally 9.00am to 5.00pm Monday to Friday. Some out of hours working expected with time off in lieu)
• Pension: employer contribution of 8%
• Holiday entitlement: 25 days leave per annum, plus statutory holidays
• Probationary period: 6 months

Please apply by sending your CV and a cover letter of no more than two sides of A4 explaining why you would be suited to the role. Interviews will take place on Tuesday 11th February.

I am seeking an experienced charity Database Assistant to work for a high profile charity in North West London for up to six months, to provide first class support to users of their CRM (Raiser's Edge). Experience with Raiser's Edge and/or a strong understanding of databases is imperative to be considered for this post.

Reporting to the Database Manager you will be joining a highly effective Data Team that between them are responsible for a number of systems, projects, selections and analysis across the Charity. You will develop and run regular data cleaning and import processes, and support delivery of data related projects.

Salary: £26,526 - £30,395 per annum plus excellent benefits
Expected start date: week commencing 10th February 2020

Please send CVs to me by Monday 27th January if you are keen to hear more about this vacancy. [email protected]

Database Assistant

Position Objective:

To assist in the operation and maintenance of PETA and its affiliates’ membership data-entry and supporter-care programmes

Term of Employment:

Full-time

Reports to:

Database Manager, PETA Foundation

Primary Responsibilities and Duties:

• Assist in the management of Raiser’s Edge databases
• Help maintain accurate, consistent, and reliable information about supporters for fundraising and relationship-development purposes
• Assist with data-hygiene processes
• Work with Development Department staff members to make necessary changes to data processing, coding, and analysis for new fundraising projects
• Assist with the transactional elements of the committed-giving programmes, including Direct Debit claims, standing orders, Payroll Giving, and Gift Aid claims
• Help import and export data to and from external suppliers
• Support the finance team with reconciliation of income
• Assist with data segmentation to support direct mail, online, and other fundraising programmes
• Pull custom reports from Raiser’s Edge as requested by fundraising staff
• Train new members of staff on database functions as required
• Perform any other duties assigned by the supervisor

Qualifications:

• Experience of working in a direct marketing team is preferred but not essential
• Knowledge data segmentation
• Ability to collate, analyse, and present data methodically and accurately
• Experience of supporting large contact management databases such as Raiser’s Edge preferred but not essential
• Demonstrated excellent organisational skills and attention to detail
• Demonstrated excellent written and verbal communication skills
• Good numerical skills
• Ability to work both independently and in a team environment
• Commitment to the objectives of the organisation

The Supporter Database Coordinator will lead on data management at all giving levels, using Raiser's Edge NXT to record communications, income, financial and personal information resulting from interactions with our supporters; analyse data; and support the marketing team to communicate with different supporter groups. 

You will have excellent communication skills, significant knoweldge of using contact management systems and experience of working within a Fundraising and Marketing team. 

Makan is an educational organisation committed to making the Palestinian human experience more accessible to a broad audience by leveraging the language of rights, equality, and dignity.

Hours: 16 hours / 2 days per week (with the possibility of extending to 3 days)
Contract: Short-term fixed contract (with the possibility of extension to long-term contract)
Location: Acklam Road, London

The role of the Database Officer is to maintain our databases to the highest standard in order to help ensure smooth work flows and ease of external communication.

Responsibilities include:

• Overseeing and maintaining organisational database on Civi CRM whilst complying with GDPR
• Liaising with relevant team members to regularly update database and send out communications
• Carrying out data quality control
• Setting standards across the office for data collection

Qualifications include:

• Professional experience with the collection, collation and analysis of data in the charity / non-profit sector
• Extensive experience with CRM systems
• Excellent attention to detail
• Excellent numeracy skills
• Proficiency using Excel
• Proficiency using WordPress
• Good understanding of Data Protection legislation (GDPR) and how to apply it

HOW TO APPLY:
Please send your CV together with an attached cover letter outlining why you are the right person for this position and email it to us. Please note that applications sent without a cover letter will not be considered.

Database Officer

An exciting opportunity has arisen for an experienced Database Officer who has previous CRM experience to join a leading charity based in North London. This is an exciting time to join the organisation as they are currently investing heavily into their database team and are now looking to add a new Database Officer to join their expanding department. The Database Officer will play a pivotal role in importing all data onto their Raisers Edge CRM, carrying out reports for marketing campaigns and being the main point of contact for all things Raisers Edge.

If you are looking to work in an excellent environment where flexible working is encouraged, then this could be the perfect opportunity for you.

As the Database Officer, you will receive full training on some of the newest data techniques and technologies. If you are looking for the next step in your career then this is a great opportunity for an ambitious Database Officer to work closely with stakeholders and to build, test and run data extracts to ensure the organisations fundraising is at its most effective, while also having the opportunity to progress your career at a fantastic charity.

Skills required for the Database Officer are:

• Experience working with a fundraising CRM’s (ideally Raisers Edge)
• Good communication skills both written and verbal
• Can pick up new skills quickly

Database Officer / Database Assistant / Fundraising CRM / Raisers Edge / Data Quality 

This is a brilliant chance for a Database Officer to take the next step in their career and really progress your career further.

Location: North London

Salary: £30,000 + Excellent benefits

Notes: 6-month FTC

Apply now for immediate consideration regarding this excellent opportunity.

Understanding Recruitment is acting as an employment agency for this vacancy

Job title: Maintenance Administrator
Salary: £12,722.88 per annum (starting salary subject to experience)
Location: National Cat Centre, Chelwood Gate
Job type: Permanent
Hours per week: 19 hours a week
Closing date: 02 February 2020
Interview date: 12 February 2020

Please be aware this is a part time position, working 19 hours a week on Monday, Wednesday and Thursday.

An opportunity has arisen for a Maintenance Administrator to join our busy property team at our National Cat Centre in Chelwood Gate.

Cats Protection is the UK’s leading feline welfare charity with a nationwide network of adoption and homing centres, volunteer-run branches and charity shops. During 2018 we helped around 184,000 cats and kittens, an average of 500 per day.

The property portfolio is diverse and nationwide, including centres, shops, residential units, leased property, legacy land and buildings and the National Cat Centre. The property team provide real estate advice and professional surveying services to the charity as a whole. The work will be varied and, at times, quite fast-paced, reflecting the size and nature of the property portfolio

You will be responding to e-mail and telephone requests from shop and centre colleagues for reactive maintenance. Arranging for contractors to carry out repairs and rectification works. Liaising with in-house and external surveyors. Keeping accurate records using the property management database. Liaising with managing agents, shopping centre facilities managers, neighbouring tenants, property owners, and other parties.

This is an opportunity for you to provide high quality property maintenance support to the operational and retail arms of the organisation and to make a significant difference to our work in helping cats. The position would suit a confident person with an excellent telephone manner, written and verbal communication skills, a methodical and analytical way of working, and a collaborative attitude. No previous property experience is required, as training will be given.

To apply for this position please click the APPLY ONLINE button. Our application process requires you submit a CV and answer screening questions – including explaining your interest and suitability for the role. Unfortunately we cannot accept applications or CVs that are emailed to us directly.

For further details please download the job description below:

• JD attached
• Candidate information sheet attached

Events Assistant and Administrator

Based at our Eastbourne office, Sovereign Harbour

37.5 hours per week

£18,880 - £19,850 p.a. depending on depth and variety of experience

St Barnabas Hospices offers specialist palliative care through two hospices: St Barnabas House adult hospice in Worthing and Chestnut Tree House children’s hospice near Arundel in Sussex.

• Are you looking to start a career in Events or Fundraising?
• Are you looking for a busy and varied role?
• Do you want to develop your skills and experience?
• Would you like to be part of passionate and successful team?
• Then we have just the job for you!  

As Events Assistant and Administrator you will have a role at the heart of the charities and will deliver excellent donor care, putting our supporters at the heart of everything we do. Working with our Challenge Fundraiser on our large and varied running programme and Skydives; tasks will involve administrative support; day-to-day liaison with our running supporters, promoting our charities and fundraising activity; marketing; database administration; event support and volunteer management.

The role is based at our Eastbourne office in Sovereign Harbour, however you will also be required to travel within the Sussex area and visit our office in Worthing West Sussex.

We would love to hear from you if you:

• Are brilliantly organised
• Have excellent admin and computer skills with attention to detail
• Enjoy being part of a passionate and successful team
• Have great communication skills and are happy to chat on the phone and via social media
• Have lots of energy, enjoy helping others and have a can-do attitude
• Are willing to go the extra mile

If having a rewarding and fulfilling career is top of your requirements along with working as part of a great team and making a difference to people’s lives, then this job is for you.  For an informal chat about the role please contact Andrew Battley.

The role requires some flexibility to work evenings and weekends and you must have a full clean driving licence.

An enhanced DBS will be sought, if you are successful in this role. The safe recruitment of staff at St Barnabas Hospices is the first step to safeguarding and promoting the welfare of children and adults in our care. As an employer we expect all staff and volunteers to share our commitment to safeguarding.

Closing Date: Friday 31st January

Interviews expected w/c 12 February

If you have the passion and drive to succeed please complete an application form and return to our HR Department.

We will treat each applicant fairly. The information you provide is the only information we will use to decide whether or not to short-list you for interview.

Visionary is a UK wide membership organisation for local independent charities that support blind and partially sighted people. We provide a wide range of support to enable our members to be the best they can be – visit our website for more details on what we do or ask one of our members!

Thanks to a significant funding package from the Thomas Pocklington Trust, we have four exciting vacancies. If you want to play an active and influential role in improving the community sight loss sector we want to hear from you.

All posts are UK wide and full time. We are a home-based team with frequent travel and overnight stays. You will be resilient, curious, open to change, creative and innovative – with an eye for detail. 

Job Purpose

The main purpose of this, and all Visionary roles, is to play an active and influential role in improving the community sight loss sector so that people living with sight loss have equality of opportunity, wherever they are in the UK.

This role is an agent for positive change within the sector and will work with local sight loss organisations to facilitate their development, consolidation, growth, merger - basically whatever is needed - to make the community sight loss sector stronger and better.

About this role

The purpose of this post is to be the person at the centre of the organisation – co-ordinating all administration for Visionary. Taking guidance and direction from the Knowledge, Research and Compliance Lead you will work closely with the whole Visionary team, listening to them, hearing what they say, offering thought and input and providing administration and CRM database support within the boundaries of our agreed annual workstreams. This is a varied role, comprising a mix of scheduled and ad-hoc tasks.

What kind of person likes to work here?

First and foremost, you should have a desire for social change.  You might not fully understand the importance of people with lived experience being in control of their own destiny – but you should want to find out why that is a good thing! 

You will be someone who likes to work with others. You should be curious and interested in our work and what difference we make. Although you do not need to be an expert in CRM Databases, you should have an interest in data systems, with a logical and process-driven brain - wanting to learn more. You should be efficient and organised and like to produce things which look neat and beautiful.  You should be hard working and willing to finish what you start and share what you learn.

People who are open to new ideas and feel comfortable with change are probably going to be ok.  People who like the same routine every day are likely to explode. 

Finally – we like to laugh. Quite often at each other. So no divas. 

How to apply

Please read our job pack for the full person specification and more informaiton and apply on our website.

Closing Date: 9am Monday 17th February 2020

Interview Dates 24th or 25th March (alternative dates not available), Location to be confirmed – reasonable expenses will be paid.

The Brent Centre for Young People is looking for a dynamic person to join its Clinical Administration Team.

The Brent Centre for Young People is a charity based in North West London that provides psychotherapeutic treatments to young people aged 11-25 years, who suffer with emotional difficulties and mental health needs. It also has an international reputation and delivers world-leading evidence-based practices to young people across North West London. In 2018/2019, through its in-house and outreach Services, the Brent Centre helped over 700 young people to be healthier and better prepared for adulthood.

The suitable candidate will have at least two years’ experience of clinical and/or general administration and reception duties. This applicant would be committed, enthusiastic, confident in Information Technology, able to maintain a client database, a good team worker with good client focus skills, reliable, adaptable and flexible, able to work up to 7pm on Mondays and Tuesdays and 8pm on Wednesdays and Thursdays, excellent organisational, communication and interpersonal skills, to produce work of a high standard, demonstrate a high level of professionalism and confidentiality, and be able to manage own work to meet deadlines. The post requires sensitivity to the needs of young people with emotional difficulties and the nature of therapeutic work. Experience with young people or with mental health is advantageous. 

The candidate will have excellent skills, when carrying out duties of the post.

ADMINISTRATOR, HOUSING MANAGEMENT SERVICE, NOTTINGHAM, TEMPORARY, MATERNITY COVER 12 MONTHS, FWRK03 £16,296 - £17,811 (PRO-RATED RATE OF PAY: £9,910 – £10,831), 22.5HPW (JOB SHARE – WORKING MONDAY, TUESDAY AND WEDNESDAY)

We are looking to recruit an Administrator to contribute to the running of Framework’s Housing Management service. All Framework housing is supported and tenants receive frequent support from relevant internal and external services. 

The service carries out the housing management functions for all properties and tenants.  These functions are rent collection and maximisation, lettings, dealing with anti-social behaviour, repairs and maintenance and providing advice and assistance through signposting to relevant services.  The role of the Administrator is to assist a team of Housing Officers in their role.

We are looking for someone who:

• Can produce high quality written work

• Has Excellent IT skills

• Is conscientious and accurate with paperwork

• Can organise their own work

• Is a good communicator

• Has some understanding of housing Management and the landlord/tenant relationship; or a willingness to learn

Previous Applicants need not apply

For more information, please contact: Sarah Cottrell

What we offer: Life Assurance, Pension (up to 4% matched by FHA), Enhanced Maternity, Paternity and Adoption Benefits, Additional Annual Leave Purchase Scheme, Employee Assistance Programme, Learning programmes tailored to suit different roles and services, Health Cash Plan.

Framework supports all employees to achieve a better work/life balance. Should you wish us to consider flexible working or job share as part of your application please state this on your application in the supporting statement section.

97% of the workforce in a recent staff survey said they were proud to work for Framework.

Framework is an Equal Opportunities Employer. Registered charity No: 1060941.

As a Disability Confident employer we warmly encourage job applications from people with disabilities. Framework is committed to offering opportunities to people from diverse communities. If you have specific requirements or adjustments please let us know if there is anything we can do to support your application

CVs will not be accepted

NO AGENCIES PLEASE

The National Eye Research Centre (NERC) is a fundraising charity that funds eye research teams across the UK to find the causes of eye disease to develop new prevention methods and more effective treatments. We fund research in all eye diseases affecting both children and adults.

We are seeking a dynamic and organised team player with strong administration skills and a confident customer service approach. You will make an essential contribution to NERC’s growing team and will enable the organisation’s strategic development by providing excellent administrative support to a number of areas including fundraising, grant making, financial processes, and general office management. The job is initially devised as a part time role (either 3 or 4 days a week) and can be worked flexibly across the week. There is scope for the role to grow to a full time equivalent (or job share).

MAIN DUTIES AND RESPONSIBILITIES

Donations processing and records management

• Processing all postal and online donations on the charity’s CRM (Donorfy).
• Ensuring that all recurring donations are updated on Donorfy on a monthly basis and new instructions are set up in a timely fashion.
• Thanking postal and online donors using agreed existing templates for communications and within the charity’s stewardship turnaround times (48 hours).
• Regularly reviewing Gift Aid declarations and chase any that are out of date or incorrect by running the relevant, pre-prepared database queries on Donorfy.
• Running a weekly query from Donorfy to identify new donors and donors over £250 and provide the list to the CEO for bespoke stewardship.
• Ensuring that all relevant donor communications are recorded on Donorfy.
• Ensuring that donor records are kept up to date and any changes in communication preferences are adequately and timely recorded on Donorfy.
• Maintaining any relevant paper and digital donation records that might be required for auditing purposes.
• Ensuring that shared electronic files (e.g. relating to the charity’s operations, grant management, finances, etc.) are organised and maintained in a systematic fashion.
• Informing the CEO (Data Controller) of any complaint received by donors or other supporters.

Financial operations support

• Supporting the day to day financial operations of the organisation, including banking of donations and logging of incoming donations and outgoing payments.
• Paying suppliers and grants invoices.
• Carrying out monthly bank reconciliations.
• Maintaining accurate and up to date financial records in preparation for regular audit reviews .
• Running database queries to provide the CEO with financial information in preparation of quarterly management accounts and annual audited accounts.
• Providing the CEO with monthly updates on grants payments made and flagging any unexpected changes or delays on the part of grant holders.

NERC Grants Co-ordination

• Supporting the CEO in liaising with applicants, the Scientific Advisory Committee, and NERC Trustees to provide a list of fundable major projects at the charity’s annual grant making round.
• Supporting the CEO in liaising with applicants, advisory panel, and Chair of Trustees to provide a list of fundable seed grants at the four grant-making rounds per year. 
• Communicating with successful and unsuccessful applicants on the outcome of their applications using existing templates and forms.
• Issuing successful applicants with grant award contracts and terms and conditions.
• Supporting the CEO in maintaining an up to date database of peer reviewers.
• Keeping up to date records of all existing grant commitments, including all relevant financial information on each grant.
• Within agreed procedures, ensuring that quarterly invoices from grant holders are received on time and for accurate amounts.
• Issuing payments of grant holder invoices.
• Within agreed criteria and procedures, ensuring that all projects progress reports are received on time and with a satisfactory level of detail.

Legacy administration

• Supporting the CEO in all aspects of legacy administration with guidance and under supervision.
• Logging all correspondence with estate executors on Donorfy and maintain up to date paper records of estate administration correspondence with executors suitable for auditing.
• Maintaining up to date financial records of all estates in administration to enable legacy income forecasting.
• Alerting the CEO of any unexplained estate administration delays incurred by executors by regularly reviewing all estates in administration.
• Supporting the CEO in liaising with the next of kin wherever possible for stewardship purposes and to gathering information on the donor which could be used for legacy marketing purposes.

Events

• Providing logistics support to the organisation of donor engagement and stewardship events.

General office management

• Acting as the first point of contact for the charity by handling inquiries by phone, email, and post.
• Ensuring that all relevant reports are updated on the Charity Commission’s website and updating information whenever necessary.
• Keeping up to date folders on Trustees information.
• Supporting the CEO with the planning and running of Trustees Board meetings, including distribution of papers and typing of meeting minutes.
• Booking meeting rooms and catering for internal and external meetings.
• Maintaining adequate stationery supplies to ensure the smooth running of the office.

The postholder may also be expected to carry out other duties, which may be reasonably requested. As such, the job may involve occasional evening and weekend work, for which time off in lieu can be claimed.

PERSON SPECIFICATION

Knowledge, experience and qualifications

Essential:

• You have a University degree or equivalent OR Business and Administration Level 3 Certificate (NVQ).
• You have at least 2 years’ experience working in a public facing administrative role.
• You have demonstrable experience of office management, committee servicing, budget monitoring, creating and maintaining reporting schedules, updating databases and using them to produce reports.
• You have a solid working knowledge of Microsoft Office suite, especially Word and Excel.

Desirable:

• You have worked in a fundraising charity.
• You have worked in a grant making organisation.
• You have experience of bookkeeping and you have a working knowledge of Sage and Xero.
• You have experience of administering a grants to external organisations, including monitoring expenditure on grants awarded by the organisation, and creating and updating schedules for grant holders to report back to the organisation on grant expenditure and project outcomes.

Skills and attributes

Essential:

• You are polite, courteous and customer focused.
• You have excellent communication skills (verbal and written).
• You are able to work with minimum supervision, are proactive and take initiative, e.g. by identifying problems, proposing solutions and escalating issues appropriately.
• You have a flair for implementing efficient systems and processes and continually seek to improve operational procedures.
• You have strong organising skills, you are meticulous and have excellent attention to detail.
• You have a positive team ethos and are keen to contribute to the overall success of the charity.
• You are able to work to tight deadlines and manage multiple priorities.
• You are resilient and able to adapt to changing priorities.

General

• You maintain high standards of personal appearance, conduct, respect for company property and reputation.
• You work within the appropriate company policies and procedures including health and safety.
• You maintain confidentiality of information about customers, suppliers, contracts, tenders and other commercially sensitive matters.

ADDITIONAL INFORMATION

• This position has a 6 months’ probation period.
• 30 days paid annual leave (pro rata) plus public holidays. 
• Up to 5% matching employer’s contribution to the charity’s workplace pension scheme (NEST).
• Flexible working considered.
• Free onsite parking at the Almondsbury site.

HOW TO APPLY

Closing date: Wednesday 26th February  

Invitations to interview:           Friday 28th February

Interviews:  Wednesday 4th March