NHSJobs.com

Detailed job description and main responsibilities

KEY RESPONSIBILITIES:

Charity Support
Respond to fundraising and volunteering enquiries (face to face, email and telephone) promptly and efficiently.
Support people wishing to fundraise or volunteer.
Thank donors promptly after they have donated, recording details on the database
Bank and process donations efficiently and in accordance with guidelines.
Manage the post into and out of the charity.
Provide administrative and clerical support to the Charity.
o Update the database with the monthly cashiers reports
o Support in updating the database with the all Money reports to include Just Giving, In Memory and Golden Giving.
o Keep accurate and up-to-date records of income and activities on fundraising database, and all other information ensuring that all substantive communications are recorded.
o Provide data extraction on events, projects for evaluation impact assessments.
Coordinate the fundraising collection tins.
Process all orders and requisitions and manage receipt of deliveries when they come into the department.
Support the Team and wider organisation in providing data and information about fundraising activities, supporters and potential new opportunities.
Support lottery enquiries and promotion of the lottery and shop.
Propose changes and more effective ways of carrying out administration to the Senior Management Team.
Manage the inventory, storeroom, donated gifts, merchandise and any other items used by the fundraising team for presentations and events.
Support on Light up a Life processing.
Support seasonal activity, ward visits, cheque presentations and present giving.
Understand the admin processes involved with Volunteering and Work Experience to include:
o Understanding how to take references, arranging DBS and health screening checks)
o Understanding how to keep the volunteer/work experience database kept up to date and all information is stored accurately and securely.
o Supporting where required with volunteering/work experience recruitment process.
o Support with the volunteer sign in app.
o Assist with the co-ordination of external organisations who wish to come in to the Trust to donate time, effort or gifts as part of their own employee-volunteering project.
o Assist with arrangements of functions/events as part of the Trust’s support for volunteers/work experience.

Event Support
Co-ordinate and support with small internal events such as the quiz, craft/cake sales and volunteer thank you by organising refreshments, recruiting volunteers, creating posters, sending emails and informing the relevant people.
Support with internal and external stalls, organising volunteers, collating the correct equipment and supporting on the stall.
Assist with the programme of bucket collections at supermarkets and football matches- including coordinating the volunteers.
Assist with administration, organisation and promotion of major fundraising events such as fundraising dinners and concerts.

Office support
General administrative duties such as inputting supporter / volunteer / work experience information onto the database, note taking at meetings, and managing email inboxes, managing the database.
Act as the first point of contact, taking accurate messages, both on the telephone and in person.
Process orders and requisitions and manage receipt of deliveries when they come into the department.
Manage stock levels of office materials and order new materials as required.
Manage the storeroom, donated gifts, merchandise and any other items used by the teams for presentations and events.
Support with research for Trusts and Grants and community information appropriate to the team.

Supporter Development and communications
Work with the Hospitals Communications team and Supporter Engagement and Events officer to ensure:
o Information on the Hospital website charity section is up to date.
o The team has submitted social media content for Facebook, X and other applications as appropriate.
o Information is provided for ‘The Week’ staff mail out.
o Keep consent up to date.
Assist in the creation, production and distribution of marketing materials, including the supporter newsletter to appropriate audiences, ensuring that all written communication and materials produced comply with corporate design standards and appropriate legislation (e.g. style guides, document templates, legal wordings, etc.).
Ensure the Charity notice boards are up to date and current.
Assist in relationship management with individuals, community groups and small companies who are organising fundraising events.
Develop ideas and opportunities to grow supporter relationships based on donor trends, giving analysis and donor feedback.
Support in maintaining the charity Brand and promoting it.

Working with peers
Understand the organisation and its agreed systems and working procedures (Communications, Supplies and Finance for example).
Effectively brief and assign projects and tasks to other Team members.
Keep track of assigned projects and tasks so as to ensure that promises to supporters are met at all times.
Ensure a positive and proactive working relationship with team members at all times, as well as within the broader Hospital environment.

Other
Highest standard of honesty and personal integrity at all times.
Promoting and honouring the Trust values.
Attend team meetings and other cross-departmental meetings.
Support the Charity Hub and extended services, as and when required.
Undertake any other duties as may be reasonably requested by more senior staff and senior representatives from other functions within the organisation, to include external events outside of working hours.

Promote development activities to Hospital staff at all levels and foster positive working relationships across the organisation.

Where necessary, ensure the safe collection, transportation and depositing of donations made on or off site in accordance with standard procedures.

Ensure that all written communication and materials produced comply with corporate design standards and appropriate legislation (e.g. style guides, document templates, legal wordings, charities legislation requirements etc.).

Must be presentable and professionally dressed in accordance with departmental guidelines and appropriate to the event in which attending.