Fundraising and Communications Admin Assistant

Emma Gibbs Recruitment
United Kingdom
08 Mar 2018
15 Apr 2018
Contract Type
Full Time


This pivotal administrative role in the Fundraising and Communications Department will work within a small but highly dedicated team to increase the public’s awareness of this unique national heritage site. In addition, the post-holder will support the work of the fundraising team to generate voluntary income. This role would suit someone looking to establish or further a career in office administration and management, fundraising or communications.


Donation and Data Management

  • Processing donations and legacies, both restricted and unrestricted, using the in-house CRM system; providing weekly batch reports to the Finance Department
  • Processing income from the Friends membership scheme and the Governor’s Circle patrons group together with membership event bookings, supported by the Friends Membership Officer; batching and reporting this to the Finance Department on a weekly basis
  • Maintaining electronic and paper filing systems and ensuring these are GDPR compliant and adhere to the Data Protection Act
  • Ensuring the prompt acknowledgement of low-level gifts and assisting other members of the Department with the receipt and stewardship of higher level donations
  • Managing weekly income from site donation boxes
  • Ensuring the swift and accurate processing of funds accrued through public collections, and other internal and external events
  • Batching and processing donations received through online platforms, such as Just Giving and Virgin Money Giving, on a weekly basis
  • Managing the image library
  • Maintaining an up-to-date record of all active Gift Aid declarations, with the support of the Fundraising Manager, and completing quarterly Gift Aid repayment claims


  • Assisting with direct mailings, including but not limited to the distribution of Friends’ events programmes and fundraising appeals
  • Acting as a point of co-ordination and attending fundraising and communications events
  • Acting as the lead on community fundraising activity
  • Acting as a point of co-ordination for departmental volunteers
  • To be the first point of contact for the Fundraising and Communications office, dealing with enquiries from members of the public and residents
  • Liaising with suppliers and partners

Media relations & marketing

  • Providing assistance to the Fundraising and Media & Communications Managers with marketing campaigns, as well as support of key events and anniversaries
  • Assisting with proof reading of departmental marketing materials
  • Assisting the Marketing & Communications Officer during busy periods with ensuring media personnel are always accompanied onsite and adhere to protocols
  • Organising the distribution of fundraising and marketing literature

Office management

  • Providing diary management to the Director of Fundraising and Communications, in addition to other administrative assistance as and when required
  • Maintaining the departmental complaints log in according with GDPR and Fundraising Regulator guidelines
  • Ensuring the Fundraising & Communications Office is well maintained and managed
  • Taking ownership of raising departmental Purchase Orders and ensuring invoices are sent to the Finance Department in a timely fashion
  • Managing supplies of office materials and stationery


  • Maintaining the highest standards of ethical and personal practice, ensuring that the wishes and rights are always fully understood and protected
  • Working with and supervise volunteers as required
  • Upholding and promoting equal opportunity policy
  • Support other members of the team during busy periods; and
  • Willingness to work out of hours when required and attendance at fundraising and communications events, as appropriate (time off in lieu afforded at the discretion of line managers)


Essential qualifications, skills and experience

  • Educated to degree level or equivalent
  • Excellent people skills and the ability to forge strong working relationships, including with charity beneficiaries, staff and stakeholders
  • Ability to work with a wide range of people
  • Highly organised and able to use own initiative to work effectively on multiple projects
  • Ability to work calmly under pressure
  • Highly computer literate with extensive experience of the Office suite
  • Both self-motivated and a team player, willing to work out of hours when needed to support the team

Desirable qualifications, skills and experience

  • Professional qualifications and training in administration
  • Working within a charity or not-for-profit environment, particularly with experience of supporting income generation
  • Knowledge of fundraising CRM systems, such as Raiser’s Edge
  • Knowledge of media contact databases
  • Event administration experience

Similar jobs

Similar jobs