Vacancy: Office Administrator

Priscilla Bacon Hospice Fundraising Office, 20 Low Road, Norwich NR8 6AA

The Priscilla Bacon Hospice Charity is looking for a reliable Office Administrator to join our high performing Fundraising Team.

The Office Administrator is a central role within the Fundraising Team, managing day to day financial record keeping, controlling and maintaining the Charity database and assisting with supporter enquiries.

It is an exciting time to join the Fundraising Team and to play a key supporting role whilst the final £2.2 million necessary to complete the project is being raised.

This is a part-time role (15 hours per week), with a salary of £18,000 pro-rata (A full working week is defined as 35 hours). You will be required to work with the office-based team located at Drayton, Norwich with hours based around the operational needs of the Charity.

Holiday allowance: 20 days annual leave (pro-rata) together with Public Holidays (pro-rata).

About the Priscilla Bacon Hospice Charity

The Priscilla Bacon Hospice Charity was created to raise £12.5 million to fund the construction of a new specialist hospice. The new Priscilla Bacon Lodge will be built on an 8-acre site adjacent to the Norfolk and Norwich University Hospital and will replace the existing Priscilla Bacon Lodge on Unthank Road.

Building work commenced on the new Priscilla Bacon Lodge in February 2022 and the first patients will be welcomed in the summer of 2023.

Purpose of Job

The Office Administrator is a central role within the Fundraising Team, managing day to day financial record keeping, controlling and maintaining the Charity database and assisting with supporter enquiries.

Key Accountabilities and Responsibilities

Planning & New Business

  • Ensure that supporter records and income are accurately processed and recorded on the Harlequin Database and that all donors receive the information they require in an appropriate, friendly and timely manner.
  • Manage the day-to-day processing and banking of cash and cheques.
  • Maintain and develop efficient processes for managing donor information and income.
  • Work with colleagues across the organisation to deliver a positive and effective supporter experience of the Priscilla Bacon Hospice Charity.
  • Provide administrative support to the Fundraising Team, the Strategic Project Advisor and Head of Operations and Fundraising.

Principal Tasks and Responsibilities

Office Administration

  • Correctly and efficiently manage and reconcile incoming donation information, received daily by post, online portals, regular giving, telephone etc., including cheques, CAF vouchers, online statements, credit card payments, and Gift Aid, enter and code them on Harlequin and thank within agreed timescales.
  • Liaise with Bookkeeper to provide monthly reports for Financial Meetings and Board Meetings and answer queries raised in relation to the donation information.
  • Process and monitor invoices to fulfil payment timelines.
  • Monitor and log credit card expenses.
  • Create new supporter records on Harlequin and send appropriately personalised letters and correspondence.
  • Liaise with external suppliers to ensure supporter data and income is received and managed in a secure, timely and efficient manner.
  • Maintain standard letter templates ensuring they are up to date and fully functioning
  • Respond to postal, phone and email communications from supporters, to agreed timescales using both standard and bespoke correspondence.
  • Update and maintain process documents, communicating relevant information to the team.
  • Provide administrative support to the Fundraising Team, the Strategic Project Advisor and Head of Operations and Fundraising assisting with scheduling meetings and other tasks where required.

Supporter Care

  • Manage and respond to supporter queries, record and update non-financial supporter information such as Gift Aid declarations, data protection opt outs, legacy pledges and other personal information in line with the Data Protection policy.
  • Participate in regular team meetings, reporting and liaising on ongoing projects
  • Contribute to the general administrative running of the Fundraising team.
  • Uphold and promote the Priscilla Bacon Hospice Charity’s policies and procedures.
  • Undertake any other duties as may be reasonably required by the Head of Operations and Fundraising.

The job may involve working unsocial hours on some occasions. Time off in lieu will be taken by arrangement with the Head of Operations and Fundraising.

Additional general responsibility

  • All staff should actively promote the core values of the Priscilla Bacon Hospice Charity whilst working towards achieving the strategic objectives of the Charity. Supporting the management team to ensure that the Charity fulfils its obligations for the Health, Safety and Security of all employees and relevant stakeholders including Volunteers. Promoting equality of opportunity, diversity, and inclusiveness to ensure that the delivery of people management, policies, and systems through all aspects of the Charity are fair, transparent, and consistent, without prejudice or discrimination to all internal and external stakeholders.

This job description summarises the main duties and responsibilities of the post and is not a full and exhaustive list of tasks. All Priscilla Bacon Hospice Charity staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.

Person Specification

The skills, abilities, experience, and knowledge outlined below provide a summary of what is required to carry out this job effectively; together with the selection criteria required to demonstrate competency to carry out the role.

Qualifications Skills and Experience

Essential

  • Experience of using a database, preferably a relational database such as Harlequin.
  • Experience of financial reconciliation and cash handling.
  • An awareness of Data Protection issues and the ability to work with confidential sensitive information.
  • Demonstrable experience of office work and procedures.
  • An interest in fundraising.
  • Full clean driving licence and access to own car

Desirable

  • An understanding of basic principles of fundraising.
  • An interest in palliative and end-of-life care.

Skills

Essential

  • Ability to manage a varied workload and work on own initiative to multiple tight deadlines.
  • Attention to detail and ability to think analytically.
  • Excellent communication skills both written and verbal.
  • Personal and sensitive manner in dealing with the public, taking into consideration the possibility of handling emotional phone callers.
  • Core IT skills (able to use MS Office and Databases).
  • Swift and accurate keyboard skills.

Personal Qualities

Essential

  • Ability to motivate oneself to complete repetitive tasks.
  • Team player and flexible approach to work.
  • Commitment to accuracy and efficiency.
  • Pro-active approach.

Requirements of all roles the Priscilla Bacon Hospice Charity

  • Willingness to work flexibly to meet the reasonable needs of the Charity.
  • Prepared on occasions to work unsocial hours.
  • Ability to self-manage a full and varied workload.
  • Self-sufficient in use of information and communications technology.

TO APPLY:

Please submit your CV and covering letter to Hugo Stevenson, Head of Operations and Fundraising at hugostevenson@priscillabaconhospice.org.uk 

CLOSING DATE: Thursday 12th May 2022.

Shortlisted candidates will be invited to interview on Monday 16th or Tuesday 17th May 2022.