Development Administrator

Purpose of the role

This role is the friendly, reliable heart of the Development team’s day-to-day operations. The post-holder will make sure that every supporter who gives to the Prison Reform Trust is thanked promptly and warmly, that their gifts and details are recorded accurately, and that anyone who contacts us receives a helpful, courteous response. Working closely with the Head of Development, the post-holder will also provide practical support to their major donor and corporate fundraising, and help us notice when a supporter’s relationship with PRT is changing, so that we can respond appropriately.

Key responsibilities

Supporter care

• Act as the first point of contact for supporters and members of the public, handling enquiries by telephone, email and post promptly and courteously.
• Deal with routine supporter requests, including changes to contact details, standing orders and Direct Debits, verifying requests before acting on them.
• Support people who may be confused, distressed or in vulnerable circumstances with patience and care, referring to the Head of Development where appropriate.

Gift processing and acknowledgement

• Open and log post, bank cheques and process donations on the CRM (Beacon) accurately and promptly.
• Write, or coordinate with the Head of Development to write and send timely, personal thank-you letters and stewardship communications to supporters at every level.
• Ensure Gift Aid declarations are captured and recorded correctly.
• Liaise with Trusts and Foundations Officer to ensure grants are promptly recorded and acknowledged.
• Handle all payments in line with PRT’s data protection and payment-handling policies.

Records and data

• Keep supporter records accurate and up to date, following the team’s data standards and logging all significant contact.
• Work with the team’s data specialist to resolve data queries and support the monthly reconciliation of income.
• Flag to the Head of Development any supporters whose giving or engagement suggests a changing relationship, whether an opportunity or a cause for care.

Support to the Head of Development

• Prepare short briefing notes ahead of donor and prospect meetings, drawing on CRM records and desk research, and record outcomes and follow-up actions afterwards.
• Support PRT’s growing corporate fundraising programme: researching and maintaining prospect lists, tracking approaches and proposals, keeping corporate contact records up to date, and liaising with commissioned research providers.
• Provide practical administrative support, including arranging meetings, preparing papers and keeping track of deadlines and actions.

Events and team administration

• Support the administration of PRT’s fundraising events, including invitations, RSVPs, guest lists and recording attendance on the CRM.
• Provide general administrative support to the wider Development team, including its trusts and foundations and corporate fundraising work.
• Use approved digital and AI tools to work efficiently, in line with PRT’s guidance on their use.

General

• Maintain excellent working relationships with colleagues across the organisation, especially Finance and Operations.
• Work in an organised manner, managing deadlines effectively and responding flexibly to changing priorities.
• Occasional flexibility to work outside normal office hours for events.