Charity Assistant

2 weeks ago

Luton, Luton, United Kingdom Bedfordshire Hospitals NHS Foundation Trust Full time
Provide administrative and clerical support to the Charity.

Update the database with the monthly cashiers reports Update the database with the all Money reports to include Just Giving, In Memory and Golden Giving.

Keep accurate and up-to-date records of income and activities on fundraising database, ensuring that all substantive communications are recorded. 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 Deputy Fundraising and Community Engagement and Voluntary Services Managers.

Manage the 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, chq presentations and present giving.

Support with the admin processes involved with volunteer recruitment to include:
Taking up references, arranging DBS and health screening checks) Ensuring that the volunteer database is kept up to date and all information is stored accurately and securely.

Support with internal and external stalls, organising volunteers, correct equipment and supporting on the stall. Assist with the programme of bucket collections at supermarkets and football matches


Act as the first point of contact, taking accurate messages, both on the telephone and in person, to supporters contacting the office.

Process orders and requisitions and manage receipt of deliveries when they come into the department. Manage stock levels of office materials and request new materials as required.

Manage the storeroom, donated gifts, merchandise and any other items used by the fundraising and voluntary services teams for presentations and events.

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. 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. 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.

Other Highest standard of honesty and personal integrity at all times. Attend team meetings and other cross-departmental meetings. Support in the Charity Hub and the charity trolley, 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.

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