JOB DESCRIPTION

Position: Fundraising Administrative Assistant

Location: Office Based

Hours of Work: Hours and days as specified in employment agreement

Contract: Permanent Full Time

Reports To: Managing Director

Our Mission

We support and empower those affected by Spinal Muscular Atrophy. We are advocates for better services and raise public awareness in partnership with the health, social care and research communities.

Purpose of the Position

To provide administrative support to the agency’s fundraising function and wider administrative support when required. Functional Relationships

Staff and Managers Fundraising Campaign and Supporters Manager Fundraisers Service Users Volunteers

Key Tasks, Outcomes and Measures

1. Jointly with other staff on the phone roster, take responsibility for incoming calls ensuring they are successfully forwarded to the duty worker or other appropriate staff member. If not possible, provide an empathetic first contact and take all necessary details for a return call.

2. Daily franking and dispatching of the post.

Outcome MeasuresIndividuals and families living with SMA and the professionals who support them receive a prompt and empathic response to their enquiries. Other callers such as prospective fundraisers are courteously and appropriately managed

Caller and Team feedback

Registered Charity No. 1106815. Company Limited By Guarantee No. 5137534. Registered in England and Wales

Mail appropriately managed within a realistic timeframe.

Staff feedback

3. Co-ordinate all banking functions including; physically banking the income, updating the central database (Raisers Edge), running online giving reports (JustGiving, Virgin, & Herioxs), managing Gift Aid records and making claims.

Outcome MeasuresAccurate banking records that comply with audit requirements. Accurate and timely reports. Monthly income from Gift Aid claims.

Banking records Staff feedback Audit feedback

4. Co-ordinate purchase and sale of merchandise including stock control.

Outcome MeasuresSupporters receive their orders in a timely fashion. Accurate stock control recordsSales items updated with new or replacement items at regular intervals throughout the year.

SMA community and staff feedback Numbers of orders

5. Directly support the work of the Fundraising Campaigns and Supporter Manager

Outcome MeasuresAdministrative tasks requested are carried out in a timely and helpful way in support of the ongoing work of the Fundraising Campaigns and Supporter Manager (FC & SM)

FC & S Manager feedback Staff feedback

6. Respond to the wider administration priorities and needs of the agency on an “as required” basis. To include: creating labels and assisting with mail outs; fundraising thank you letters and reports; organising volunteers for office based tasks; support with the administration around agency events (e.g. Bi-annual conference, Summer events, Christmas events); ‘back-up’ for key tasks performed by Communications and Administration Coordinator e.g. daily posting of social media, adding new records to database

Outcome MeasuresAll administrative tasks are completed efficiently with good cooperation and communication between those responsible for tasks.

Team feedback

7. Other charity Requirements

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Tasks Outcomes MeasuresTake part in training and supervision sessions as agreed necessary

The post holder is well supported in their work

Training attended Supervision contracts and

recordsAttend and contribute to Team /staff meetings

Increased commitment to the team’s work and to the purpose vision and values of the agency through participation

Meeting attendance and contributions

Implement charity policy and practice guidelines

Information and Support Service delivery is of a high safe standard

Compliance with guidelines Manager’s feedback

Be committed to up-skilling in Information and related technologies

Better service delivery recording and communication as a result of increasing competence with computer and other technologies

Computer and related technology use

Training identified Training attended

Fulfil any other duties required by and negotiated with management

The agency is able to respond flexibility to changing needs

Tasks negotiated and performed

I have read and understood the above Job Description and accept all of the above responsibilities.Signed:

___________________________________ ___/___/___ Fundraising Administrative Assistant

__________________________________ ___/___/___Managing Director Date

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Person Specification and Competencies

Fundraising Administrative Assistant

Excellent phone manner, listening and communication skills

Good computer and IT skills including familiarity with Microsoft Word and database management

A high standard of written communication and experience of using a variety of social media platforms

The ability to work in a co-operative manner with colleagues and peers and also to work independently

Commitment to the vision, purpose and values of Spinal Muscular Atrophy Support UK

The ability to relate to a wide range of people of diverse backgrounds with sensitivity and respect.

Excellent organisational skills with attention to detail and the ability to meet deadlines

An understanding and commitment to ensuring child and adult safeguarding.

Ability to take initiative, respond flexibility and cope with change.

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