Charity Assistant
Job overview
This is your time to make a real difference! This role offers ample opportunities to make your mark and to work with us in the Hospital and the Community on our projects, appeals and campaigns. Working within the wider Charity Team you will have the opportunity to gain skills and have variety within your working hours.If you have an interest in giving back and want to gain valuable experience, this could be for you!
The successful candidate will benefit from working in a dynamic and well-supported team. As a part time role this is the perfect opportunity for a parent returning to work or as a great role to re-kick start a career. You must be self-motivated, creative and enthusiastic, with a minimum of 1 year’s administration experience .The post holder will ideally have good IT and communication skills (both written and verbal), attention to detail, as well as maintaining total honesty and integrity.
We are looking for someone with a strong teamwork ethic and a passion for helping others. You need to be able to support at events during the week, in the evenings and the weekends as and when required, to be able to move fundraising equipment and to be confident in managing an internal stall.
Main duties of the job
JOB SUMMARY:This exciting role places you as the front line face of the Charity Team! Your role is central to the whole team as you will be the first face to greet donors, patients and their relatives, volunteers, Trustees of the Hospital Charitable Fund and Hospital staff with regards to fundraising, volunteering and work experience.
As part of a diverse team you will lead on administrative functions and financial/banking tasks for the Charity team and help in the organisation of fundraising and volunteering activities on and off the hospital site, keeping track of assigned projects and tasks to ensure that support is optimised.
This integral role within the charity team offers you an opportunity to be a part of a bigger picture and really give back to something special.
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required.Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Detailed job description and main responsibilities
Charity SupportRespond 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 databaseBank 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 reportso 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.
Move fundraising equipment and to set up stalls.
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, moving the equipment and supporting on the stall.
Lead 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, Instagram 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.
Ensure leaflet holders are filled up with the relevant leaflets.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.
OtherHighest 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.
Person specification
Qualifications & Training
Essential criteria- Proven use of Microsoft Office & Excel
- Proven GCSE grades for English & Maths or equivalent
- Proven experience of other databases used
- Minimum of 1 year's experience in an admin based role
Exprience
Essential criteria- Proven experience of dealing with people face to face, over email and phone
- Proven experience of working on their own and in a team
- Proven experience of a charity setting
- Proven experience of working with finances
- Proven experience of running a small event
Communication skills
Essential criteria- Proven experience of managing incoming queries
- Proven experience of sending out correspondence
- Proven Customer service training
- Proven experience of telephone training
Personal Characteristics
Essential criteria- Is the document well written without spelling errors
- Do they showcase to be able to self prioritize and manage own workload
- Have they given enough background detail on the application
- Have they shown they can be flexible
- Have they shown they can adapt to change
It is an exciting time to join the newly formed Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
All new staff will be subject to a probationary period covering their first six months in post.