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Job Description Job Title Individual Giving Team Administrator Job Band 2a Reference UKO48590 Department Individual Giving Division Fundraising Reporting to Head of Individual Giving Location UK Office, London Duration 6 months Last Updated Feb 2016

2 Context The British Red Cross is the largest voluntary humanitarian organisation in the world. It pro- motes humanitarian values, and provides emergency help to people in short-term crisis in the UK and overseas. Within the UK, the British Red Cross operates through over 30,000 volun- teers and 3,500 staff. The individual giving team is responsible for recruiting new supporters via printed, broadcast, face-to-face and new media. Relationships with these supporters are then developed so as to maximise lifetime value to the charity, predominantly by generating regular gifts, cash donations and legacy pledges.

In 2014 the individual giving team aims to raise over £100 million. This represents two thirds of the total annual fundraising target. Around one million regular givers and ad hoc cash donors have helped fuel growth in this area.

The team’s success relies upon ambitious and skilled individuals able to capitalise on their specialist knowledge and experience in direct marketing. This requires a commitment to achieving objectives and exceptional numeracy, literacy and creativity, as well as team working and interpersonal skills. Our work directly helps to transform the lives of millions of people in crisis around the world. A challenging and rewarding time lies ahead for all involved.

Overall Purpose of the Role

The Team Administrator’s aim is to provide centralised co-ordination and effective administrative support to the Individual Giving team and personal assistance to the Head of Individual Giving, enabling the department to concentrate their efforts on generating income for the Society.

Main Duties and Responsibilities Providing administrative co-ordination to the Individual Giving Team 90+ people

Draft Oct 2008

1 1. Providing administrative support to the Heads of Department and Individual Giving Managers including arranging internal and external meetings, taking and distributing minutes and agendas, taking calls, managing diaries and emails, typing, filing and finance administration.

2. Create and manage relationships with recruitment agencies including negotiating fees and discounts where possible.

3. Recruitment administration and co-ordination. Using the Red Cross electronic recruitment system to monitor and record applications; organise and co-ordinate interviews/tests and deal with enquiries and feedback.

4. Organising and coordinating team planning and away days, training and conferences.

5. New starter administrative support to IG Managers.

6. Financial administration of invoices using the online financial system, working closely with the Finance department: monitoring and ensuring correct authorisation and budget coding, processing and passing for payment; responding to, and resolving, invoice queries – both internally and externally.

7. Management for appropriate use and security of the procurement card ensuring correct budget coding and monthly processing/verification.

8. Co-ordinating and ordering stationery and furniture requests via the stationery log using the financial system and the administrator procurement card.

9. Organising travel and accommodation arrangements for the IG Team, Heads of Department and IG Managers. Producing itineraries and travel packs.

10. Managing membership and organisation of both the Direct Marketing in Fundraising Forum and Digital Fundraising Forum meetings.

11. To provide cover, as appropriate, for other Team Administrators/P.A.’s within the Fundraising division.

12. Acting as Intranet Administrator for the Individual Giving Team section: ensuring that the site is up to date and relevant, with accurate content.

2 13. To uphold the Fundamental Principles of the Red Cross and the Red Crescent Movement to work within the Society’s Equal Opportunity Policy.

14. To undertake any other reasonable duties or projects as requested by the Head of Individual Giving and/or Individual Giving Managers.

Providing project, reporting and research co-ordination and PA support to the Head of Individual Giving

1. Act as a gatekeeper for the Head of IG screening calls and post; diary and telephone maintenance and arranging/accepting internal and external appointments and meetings. Drafting emails and responding to emails where appropriate.

2. Assisting the Head of Individual Giving to prepare for and conduct internal and external meetings and training, drafting agendas, dispatching papers, booking meeting facilities/catering and taking and circulating accurate minutes.

3. Centralised co-ordination and distribution of the monthly manager’s update and budget reports sourcing and verifying accurate figures in management accounts and from these drafting the Head of Individual Giving’s monthly report, as well as Quarterly, Mid-Year and Annual Reviews.

4. Coordinating any other IG reports/newsletters and team updates.

5. Collating competitor/external information and data into reports, supporting DM appeals and other specific projects as agreed with the Head of Individual Giving.

6. Coordinating and managing paper and electronic IG copy and PO sign offs. Managing the Head of IG’s financial online account including expense and procurement card claims ensuring figures are correct and against correct budget codes before approval.

7. Typing, filing, printing, team update collation and any other general administration.

Person Specification

JOB TITLE: Individual Giving Team Administrator

3 REF: UKO48590 BAND: 2a 3 EDUCATION/ > Educated to A level standard (or equivalent), including maths and TRAINING English**

4 EXPERIENCE > Demonstrable ability to work to own initiative, including proactively 5 undertaking projects** 6 > Demonstrable administration/support experience, ideally within an office or fundraising environment** > Proven experience of managing own workload and working without direct supervision** > Proven ability to accurately collate and filter information from multiple sources and report concisely in a range of formats** > Customer care experience; dealing with queries in writing, over the telephone and in person; drafting correspondence**

7 KNOWLEDGE > Confident IT skills – working knowledge of Microsoft Office / packages, databases and email systems** 8 TECHNICAL > Accurate typing skills of 40wpm SKILLS

9 COMPETENC > Demonstrable experience of working co-operatively within a team IES environment** > Exemplary organisational, administrative and time-management skills to ensure efficient and effective office systems are established and maintained** > Proven ability to plan and manage a variety of projects and activities to tight deadlines** > Strong interpersonal skills, along with proven ability to develop good working relationships with external suppliers and internal departments** > Flexibility in managing a variety of duties concurrently. > Able to prioritise and work under pressure, balancing short-term reactive demands with longer-term team needs** > Demonstrable ability to use own initiative and have confidence to make decisions > Proactive and confident

10 BEHAVIOUR > Understanding of/commitment to equal opportunities policy and S practice, and to the Fundamental Principles** 11 > Recognise importance of confidentiality and discretion** > Willing to work flexible hours on occasion.

4 **Minimum short-listing criteria. All disabled candidates who meet these criteria must be short- listed for interview in line with our commitment under the two- tick symbol scheme.