Charity Data and Income Administrator(PT-30 hrs)

Job overview

The Charity Data and Income Administrator has particular responsibility for managing financial and personal data input and reporting, maintenance of the Charity database (CRM), and provides support to the Charity team.

This is an essential role within the Charity and would suit an organised, proactive administrator, with great attention to detail and a positive attitude.

If you would like to make a meaningful impact and be part of a team dedicated to improving healthcare locally, we invite you to apply and help us make a difference every day. 

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Main duties of the job-

The post holder will undertake the routine processing of data, financial administration and recording of income received into the fundraising portfolio, identifying, analysing and resolving queries and reporting on these as required. They will have responsibility for the day-to-day upkeep of the Charity database, ensuring data is processed and entered in a timely and accurate manner, maintained to the highest quality and adheres to GDPR guidance, providing sound data for fundraising activities and reporting requirements.  The post holder will also provide general support to the Charity Team to maximise income and facilitate expenditure to meet the key objectives of the Charity Strategy.

Working for our organisation

Join our passionate team at the Royal Berks Charity, where your skills and dedication will directly contribute to transforming healthcare in our community.  As an NHS Trust charity,  we are committed to supporting our local NHS in its mission to deliver outstanding patient care and experience. Working together with our NHS colleagues, we identify and fund projects that enhance patient care, support research and innovation, provide additional equipment, create inviting environments, and prioritise the wellbeing of our invaluable staff.  

Our organisational values are the guiding principles that set out how we work. The values come alive through the four behaviours below which inform our decision making as individuals and as an organisation.

Compassionate:  we pride ourselves on our empathy, respects, integrity and dignity. In every communication, we treat colleagues, patients, and our supporters with care and understanding.

Aspirational: we strive to continuously improve, to be the very best that we can be - as individuals and as an organisation.

Resourceful: living within our means. Responding to the challenges of today and tomorrow in effective, efficient, innovative and optimistic ways.

Excellent: we commit to excellence in everything we do placing patient quality at our heart. We learn from mistakes and we do what we say we are going to do and hold ourselves and others to account for adhering to our values and the behaviours we expect.

Detailed job description and main responsibilities

Finance

To be responsible for the processing of all donations to the Charity, analysing, investigating and resolving queries and discrepancies.

To ensure that all Charity income is correctly identified and accurately allocated through manual and file import onto the Charity database, and managing and responding to all related communications to donors, staff and Trust colleagues, discussing queries and/or other sensitive issues (may relate to in-memory and/or legacy giving).   

To be responsible for routine processing of income received via various online giving platforms such as JustGiving and Enthuse, by downloading, accurately coding and importing financial and personal data to the Charity database.

To be responsible for processing offline income, such as cheques, CAF cheques, card payments, and accurately recording financial and personal data onto the Charity database.

To be responsible for the collection, sorting, counting and processing of cash donations, collection tins and cash collection points located around the hospital. Ensuring good governance in line with Trust policy is adhered to at all times in relation to the management and handling of cash.

To be responsible for the creation and production of reports required to claim Gift Aid and ensure that all documentation, processes and database functionality relating to Gift Aid declarations are in place and meet the standards laid out by the HMRC and best-practice.

To work with finance colleagues on monthly reconciliation of all income raised and received by the Charity and to ensure that records are kept in accordance with legal/statutory guidelines for financial audit and accounting requirements.

To be responsible for the raising and processing of documentation to support internal Charity reimbursements. Managing and responding to queries from staff across the organisation to ensure all paperwork is correct before submission for payment.

 Data information, administration and supporter care

To be fully responsibility for the day-to-day management and development of the Charity database (Harlequin) ensuring it is kept fully up-to-date in line with GDPR and Data Protection regulations. Adding new donor details, supporter communications and mailing preferences with accuracy. Provide database training to new charity colleagues and volunteers, and keep team members appraised of updates to the system.

To take full responsibility for data management including data protection, filing and record keeping according to the relevant Data Protection and HMRC legislations. Carry out regular data cleansing and monthly de-duplicating of contacts to ensure high quality supporter data is maintained at all times and meet governance requirements.

To be the Charity database expert, providing advice and support to team members on data selections for internal and external campaigns, recording contact histories, campaign links, and bulk mailouts.

To ensure that all donations are acknowledged correctly and promptly in line with the charity stewardship programme, ensuring personalisation of supporter communications wherever possible, and recording and filing all relevant communications in line with GDPR regulations

To manage enquiries to the charity by post, shared mailboxes or phone and record all donor and supporter information onto the Charity database. Responding to routine queries and discussing with charity colleagues where further specialist input is required.

To administer and utilise the full functionality of online platforms, such as JustGiving and Enthuse, and match funding sites to maximise opportunities for income, and provide training to new charity colleagues and charity office volunteers as required.

To produce regular reports from the charity database on the monthly financial position and analyse data to identify trends in giving. Present findings to the fundraising team and Charity Director to inform annual planning and budget setting.

To oversee and allocate work to the charity office volunteers who offer their time to help with general office tasks in discussion with the Fundraising Manager.