Job Title: Team Assistant (Philanthropy)

UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM

Job Title: Team Assistant (Philanthropy)

School/Department: Campaign and Alumni Relations Office (CARO)

Salary: £22,029 to £26,274 per annum, depending on skills and experience. Salary progression beyond this scale is subject to performance.

Job Family and Level: Administrative, Professional and Managerial Level 3

Contract Status: Permanent

Hours of Work: Full-time, 36.25 per week

Reporting to: Executive Officer to the Director of Campaign & Alumni Relations

The Purpose of the New Role:

To provide comprehensive and confidential administrative and secretarial support to the Director of Philanthropy and the Philanthropy Team. To work as part of CARO’s administrative team to ensure smooth running of the office to optimise its fundraising activities, working in conjunction with other administrative staff, the Executive Officer to the Director of Campaign & Alumni Relations and the Office Manager.

Main Responsibilities / % time per year
1. / Personal Assistant to the Director of Philanthropy:
·  Organise and maintain the Director’s diary to ensure efficient use of time and that the Director’s output is in line with the strategic priorities of CARO and the University.
·  Recommend and implement effective processes that will ensure the Director’s administrative needs are met and will support the effective building of positive relationships internally and externally.
·  Prioritise the Director’s incoming post and email, identifying priority correspondence, using judgement to respond where necessary and consulting with others as appropriate.
·  Manage the Director’s task logs and assist with prioritising tasks.
·  Serve as an effective gatekeeper by screening and responding to all telephone and face-to-face enquiries from a wide range of internal and external individuals and organisations.
·  Organise meetings to include travel, room set up, IT support, refreshments.
·  Anticipate and secure information or advice that may be required by the Director to assist with effective and efficient decision-making and to ensure appropriate prioritisation of their time.
·  Make all UK and overseas travel and accommodation arrangements, proposing and setting-up appointments, ensuring travel documents, accommodation, visas, currency etc. are organised in good time.
·  Proactively establish contacts and build strong working relationships with internal and external stakeholders of importance to the Director. Internal stakeholders include the offices of the Vice-Chancellor, Pro-Vice-Chancellors, Registrar, Chief Financial Officer, Deans, Heads of Schools & Departments and Directors of Professional Services. External stakeholders include key donors, senior-level volunteers, consultants and peers.
·  Disseminate information to the CARO Senior Management Team, the wider office and the University’s main internal stakeholders on behalf of the Director.
·  Manage the Director’s expenses using Concur.
·  Proactively find solutions to issues that may arise, deal with queries and provide advice on staff policies and procedures in a broad range of administrative areas, which are often not of a routine nature.
·  Ensure the Director is fully briefed before meetings by liaising with colleagues to source all relevant paperwork and background information appropriate to the meeting. Meetings and telephone calls are usually with VIPs and key donors, prospects and other important University stakeholders. Co-ordinate and/or write briefing papers to a consistently high standard ensuring the contents are accurate, proportionate to the meeting/phone call, and are prepared well in advance.
·  Using paper and electronic systems, including the departmental Customer Relationship Management (CRM) database, Raiser’s Edge, ensure records and file notes from the Director’s activity are recorded, disseminated and filed as appropriate to ensure data is up-to-date at all times. / 50%
3. / Administrative Support for the Philanthropy Team
·  Monitor and support the flow of documentation to ensure timely compliance with Gift Acceptance Policy and Naming Policy, liaising with Philanthropy, Donor Relations, Prospect Research Teams and academic schools and departments as appropriate.
·  Support the team to ensure contact reports are filed on Raiser’s Edge in a timely manner and actions logged accurately.
·  Work with the Finance team to ensure updates and actions regarding pledge payments and donation invoices are actioned in a timely manner by providing support with the Philanthropy team’s associated administrative duties
·  Monitor the team's active solicitations and gifts, updating relevant Philanthropy team tracking documents and other updates
·  Provide donation and solicitation updates and information to colleagues for various internal meetings
·  Support prospect cultivation and donor visits and events, liaising with key academics, stakeholders and Professional Services departments as appropriate to finalise agendas and to facilitate room bookings, catering and travel.
·  Support prospect visits within the UK and overseas by assisting with travel and accommodation arrangements and liaising with Prospect Research Team to propose and organise additional prospect appointments to make best use of fundraisers’ time.
·  Act as Secretary to the Philanthropy Team meetings
·  Assist with purchasing/ invoicing as required. / 45%
4. / Other duties as may reasonably be required
·  Identify improvements to the effective running of the office, making recommendations to the Executive Officer to the Director of CARO as required.
·  Identify and assist with staff development requirements and opportunities.
·  Deputise for the Executive Officer to the Director of CARO during periods of absence and/or annual leave by providing secretarial and administrative support to the Director of CARO. / 5%

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education / ·  Educated to A Level standard (or equivalent).
·  English and Maths at GCSE (or equivalent).
·  RSA III typing/word processing (or equivalent).
Skills/Training / ·  Excellent administrative and organisational skills, showing attention to detail and accuracy in work.
·  Excellent computing skills including Microsoft Office and databases.
·  High levels of tact, confidentiality, discretion and diplomacy.
·  Articulate with an excellent level of written and spoken English, proof-reading skills and an ability to communicate professionally and with discretion at all levels in an organisation.
·  Excellent inter-personal and social skills including sensitivity in dealing with staff.
·  Good personal presentation.
·  Ability to work effectively, accurately and calmly under pressure and to strict deadlines.
·  Ability to manage own workload with minimum supervision / ·  Knowledge of University systems i.e. Outlook, Agresso, Sciquest, Concur, Moodle, Saturn.
Experience / ·  Extensive experience working with senior management as a Personal Assistant/Secretarial/Team Administrator in a busy office environment.
·  Experience of working independently and dealing with unforeseen problems and circumstances, by taking decisions and thinking creatively. / ·  Experience of using the Raiser’s Edge database.
·  Experience of working in a charity or Higher Education Institution (HEI).
·  Line management experience.
Other / ·  Adaptability and flexibility both in approach and with respect to hours of work.

Decision -making

i) taken independently by the role holder;

·  Managing own time and workflow to meet tight deadlines.
·  Using personal judgement and discretion to help further the work of the Director, including appropriate diary and correspondence management.
·  Day-to-day enquiries regarding the Director’s portfolio and more generally about the Campaign and Alumni Relations Office matters.
·  Ordering and bookings with suppliers.
·  Room and catering bookings
Note: Often the role holder will make recommendations but other team members will have final approval.

ii) taken in collaboration with others;

·  Prioritisation, planning and organisation of own workload. Making independent decisions about enquiries or incidents arising, as appropriate.
·  Handling the Director’s mail, drafting responses and answering where possible in their absence. Managing email correspondence and taking action as necessary.
·  Dealing with routine and complex enquiries or fielding calls for action elsewhere.
·  Dissemination of information.
·  Organisation of meetings and the Director’s diary.
·  Overseas trip itineraries.
·  Providing immediate support or problem resolution in the case of an emergency or absence of the Director.

iii) referred to the appropriate line manager by the role holder.

·  Operational concerns regarding the Campaign and Alumni Relations Office.
·  Confidential HR matters.

Scope of the Role

The role is pivotal to the efficiency and effectiveness of the Director of Philanthropy and the Philanthropy Team. The role will assist the Campaign and Alumni Relations Office in achieving its objective of generating financial support for the University in a professional and co-ordinated manner.

The workload of the Director and the team is enormously varied, fast-paced and high in volume and it is essential that the role-holder has the ability to manage their own workload with minimum supervision. The role-holder will also be required to liaise with a wide range of people across the University and represent the Campaign and Alumni Relations Office in a professional and ambassadorial role working with individuals and organisations (the University’s prospects, donors and partners) of considerable reputation and influence.

Due to the support requirements of the Director and the Philanthropy Team, the appointed candidate will be asked to work flexibly with regards to working hours.

Applicants will be considered on an equal basis, subject to the relevant permission to work in the UK as defined by the requirements set out by the UK Border and Immigration Agency. Please visit http://www.ukba.homeoffice.gov.uk/ for more information.

Informal enquiries may be addressed David Ouchterlonie, tel: +44 (0) 115 748 4651or email: . Please note that applications sent directly to this email address will not be accepted.

Please quote reference: REG397514

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