Gift Administration and Data Officer

**GIFT ADMINISTRATION AND DATA OFFICER**

**Salary**: Grade 5 (£28,131 - £33,348)

**Contract**: Permanent, full-time

**Department**: Development Office

**Reports to**: Head of Development Operations

**Location**: Balliol College, Broad Street, with some flexible working

**ROLE PURPOSE**

Balliol College was founded, in 1263, through philanthropy. Today, the support of alumni and friends remains vital to our first-class education and welcoming environment. Balliol has over 8,000 contactable alumni and friends, who are some of the best-engaged of all the Oxford colleges and who generously donated over £4m during the most recent financial year.

The Gift Registry and Data Officer supports the administration of donations and payments and the management of fundraising and alumni data. Working to the highest standards of detail and accuracy, the role is responsible for processing new gifts and regular payments, producing reports and management information, and ensuring records are up to date and accurate. The role also provides data and research support for fundraising and alumni relations.

**MAIN DUTIES**

**Gift administration (50%)**

Daily:

- Process new gifts and payments, ensuring accurate and timely recording of transactions and associated paperwork, producing tax receipts and statements of giving as required.
- Produce the new donations report, ensuring all donations are thanked by fundraisers in a timely fashion and that accurate records are maintained.
- Monitor the Development Office’s merchant, bank and charity accounts, tracking income and reconciling with relevant databases.

Weekly:

- Manage and process regular payments, submitting the twice-monthly direct debit collections and overseeing all regular credit cards payments and standing orders.
- Alert fundraisers to failed transactions, working together to implement next steps.
- Monitor and report on upcoming and overdue payments, working with fundraisers to ensure scheduled payments are made on time and gift attrition is minimised.

Monthly/quarterly:

- Process Gift Aid claims for qualifying donations, ensuring each claim is maximised.
- Provide regular and ad-hoc financial reports to the Bursary to ensure bank accounts and database records are fully reconciled with the College’s financial systems.
- Liaise with colleagues in University of Oxford Development Offices in Oxford, New York and Hong Kong to receive and reconcile donations made to Balliol via these offices.

As required:

- Resolve financial queries for colleagues in the Development Office and Bursary, especially during the period of preparation for the College’s annual statutory audit.
- Communicate the creation of new funds and changes to existing funds to the Bursary.

**Data support (50%)**

Daily:

- Process corrections and updates to database records, as updates are received or by systematically identifying and correcting missing information and data errors.

Weekly:

- Produce regular reports for the Development and Alumni Relations programmes, including financial summaries and details of registrations for upcoming events.
- Provide fundraisers with regular updates having identified or researched individuals to improve our understanding of their capacity to support the College financially.

As required:

- Work with the Head of Development Operations and colleagues to identify and implement ad-hoc data improvement projects and due diligence research checks.
- Acknowledge and process contributions for the annual News and Notes publication.
- Administer and provide data support to the William Westerman Pathfinders Programme.
- Produce briefing materials for senior colleagues involved in events and donor meetings.

In addition, the postholder will be a ‘super user’ for the DARS CRM system (full training will be provided) and in all work must ensure compliance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR), Payment Card Industry Data Security Standards (“PCI-DSS”) and the Privacy and Electronic Communications Regulations 2003 (“PECR”). Other duties commensurate with the grade and scope of the role may occasionally be required.

**PERSON SPECIFICATION**

**Essential**
- A good general level of education - A-level or equivalent.
- Recent experience of working in a finance, clerical or administrative role.
- High levels of accuracy, attention to detail, numerical and English language skills.
- Excellent organisational skills, with an analytical and logical approach to work.
- Good interpersonal skills and the ability to communicate well internally and externally.
- Excellent IT skills with good working knowledge of MS Office, particularly Excel.
- Experience using CRM or similar database to store, retrieve and manipulate information.
- An understanding of the requirements of working with personal and confidential information, and sensitivity to privacy, data protection and financial regulations.

**Desirable**
- Experien