/ CLAN CANCER SUPPORT
JOB DESCRIPTION & PERSON SPECIFICATION
FUNDRAISING ADMINISTRATOR

CLAN Cancer Support is a charity that has been serving anyone affected by cancer throughout the North East of Scotland and the Northern Isles for some 30 years. CLAN’s free services are offered to all ages – children, young people and adults – and to those with cancer as well as their carers and family members.

CLAN has grown hugely as an organisation and provides its unique model of care and support through facilities at CLAN House & CLAN Haven Aberdeen, Ballater, Banchory, Elgin, Fraserburgh, Inverurie, Kirkwall, Lerwick, Peterhead and Stonehaven.

For more information, please visit our website:

TITLE: / Fundraising Administrator
HOURS: / 35 hours per week (Flexible working & TOIL policies apply as some evening & weekend work may be required)
BASED AT: / CLAN House, Aberdeen
SALARY BAND: / Band 7.7 – 7.14 (£16,405 - £20,506)
REPORTING TO: / Fundraising Team Manager
CLAN VALUES:
CLAN employees demonstrate supportive and respectful behaviour at all times, not only to clients but also to colleagues and management. Colleagues are treated professionally with respect and dignity and take responsibility for operational boundaries and expectations to ensure a harmonious working environment.
JOB PURPOSE:
CLAN’s Fundraising Team plays a fundamental role in achieving the income required to continue to deliver vital, free of charge, support services to anyone affected by cancer across all CLAN areas. CLAN’s services currently cost approximately £2.5 million per annum. The Fundraising Team leads on Events, Community and Corporate Fundraising.
Working under the guidance of the Fundraising Team Manager, the Fundraising Administrator will carry out all administrative duties for our Fundraising activities, including CLAN Events, Third Party Events and Community Fundraising.
CLAN's 2020 Vision is to be a centre of excellence for the delivery of practical, emotional and social support to people affected by cancer in north-east Scotland and the Northern Isles. We cannot achieve our goals without maximising revenues, so we must ensure that we enthuse and support our stakeholders as much as possible to help us achieve these high targets.
KEY RESPONSIBILITIES & DUTIES:
  • Work with the Fundraising Team Manager to implement the Fundraising Strategy
  • Ensure donorflex is kept up to date at all times (including but not limited to: new records, communications, organised events, event/pledges, collecting boxes, merchandise, etc.)
  • Ensure that all donations received, through all payment types, are processed on donorflex and acknowledged, adhering to CLAN’s two-week policy.
  • Ensure all donations through online giving platforms (including JustGiving, Virgin Money Giving, BT MY Donate and Everyday Hero) are processed and acknowledged on donorflex
  • Ensure all donations banking sheets from Area Coordinators are checked, coded and imported into donorflex
  • Ensure Gift Aid is recorded and claimed on donorflex (including checking gift aid declarations are valid and checking sponsor forms etc.)
  • Ensure all gifts in kind are processed and acknowledged on donorflex
  • Ensure that stock (merchandise and fundraising items) levels are checked regularly and order new items when required
  • Coordinate Area Coordinator stock checks and pass information to Finance Team
  • Carry out administrative duties for the annual Car Raffle including logging tickets in/out, chasing outstanding tickets and checking tickets
  • File all paperwork in a timely manner for audit purposes (including donation backups, gift aid declarations, etc.)
  • Prepare and administer purchase orders for the Fundraising Team
  • Coordinate our recycling initiatives including stamps, mobile phone, foreign coins and ink cartridges
  • Assist the Fundraising Team as and when required
  • Manage the fundraising team diary and schedule meetings when required
  • Manage the email account
  • Develop and maintain new and existing relationships with supporters
As part of the Fundraising Team:
  • Support and assist Head of Income Generation & Business Development and Fundraising Team Manager as required
  • Attend fundraising events when required
  • Ensure that the Code of Fundraising Practice is followed at all times
  • Ensure information is recorded and maintained in line with Data Protection Act 1998
  • Ensure CLAN Health & Safety policies and procedures are followed at all times, including Risk Assessments
  • Write updates for and attend internal meetings as required
  • Attend fortnightly one to one meetings with Fundraising Team Manager
  • Ensure professional development is kept up to date by attending networking events, training courses or information days as required
  • Ensure all Fundraising Team Procedures are up to date and followed
  • Attend cheque presentations, give tours of CLAN, present to supporters and attend events when required
  • Offer support and/or signpost clients/donors if required
  • Actively promote all aspects of fundraising (including but not limited to: Gift Aid, Regular Giving, Events Fundraising, Corporate Fundraising and Community Fundraising)
This list is not exhaustive and other duties will be required to be undertaken from time to time.
KEY RELATIONSHIPS:
Internal: / Head of Income Generation & Business Development, Fundraising Team Manager, Fundraising Events & Marketing Coordinator, Fundraising Coordinator, Fundraising Administrator, Planned Giving Manager, Trust Fundraiser, Communications and Marketing Manager, Area Coordinators, Volunteer Coordinator, Finance Team, Volunteers, Clients, Donors and Supporters, Board of Directors, all CLAN Personnel
External: / Donors, Supporters, Clients
CHALLENGES OF THE POST:
  • Managing workload to meet deadlines.
  • Attention to detail at all times is paramount.
  • Ability to juggle tasks and confidently identify priorities.
  • There may be times when the post holder must work outside normal hours,including weekends and evenings.
  • Meeting people affected by cancer.

CLAN CANCER SUPPORT │CLAN HOUSE │120 WESTBURN ROAD │ABERDEEN│AB25 2QA│Tel: 01224 647000
│registered charity No.SC022606 and Company Limited by Guarantee in Scotland No 140582
Fundraising Administrator – July 2017
/ CLAN CANCER SUPPORT - PERSON SPECIFICATION
FUNDRAISING ADMINISTRATOR
ATTRIBUTES / ESSENTIAL / DESIRABLE
Qualifications / Educated to GCSE level (English and Maths).
ECDL or equivalent. / Higher/A Levels in English and Maths.
Experiences / Excellent working knowledge of Microsoft Office (including Excel, Word, Outlook, Publisher and Mail Merge).
Excellent writing and verbal communication skills.
Proven experience of working in a busy administrative role.
Understanding of and committed to, principles of confidentiality and data protection.
Knowledge and understanding of data entry and database management. / Experience of working in voluntary sector, fundraising or similar environment.
Knowledge of donorflex – our charity database.
Special aptitudes or abilities / Well organised and structured in approach to carry out duties, with ability to prioritise workload effectively.
Excellent ability to communicate clearly to people at all levels, with sensitivity and diplomacy.
Excellent attention to detail.
Ability to undertake a mixture of duties to a consistent high standard.
Ability to stand up well to pressure of work. / An understanding of cancer and how it can affect people’s lives.
Full clean driving licence.
Disposition / Adaptable and flexible.
Committed to the ethos of CLAN.
Ability to work well under pressure.
Sensitive and diplomatic.
Team player. / Pleasant disposition with good customer service understanding.
Physical requirements / Good general health to meet the physical demands of the role.
Particular requirements of the post / Adhering to all of CLAN’s policies and procedures.
Adhering to the Code of Fundraising Practice.
Successfully complete the 3 day in-house Listening and Support Training Course.
CLAN CANCER SUPPORT │CLAN HOUSE │120 WESTBURN ROAD │ABERDEEN│AB25 2QA│Tel: 01224 647000
│registered charity No.SC022606 and Company Limited by Guarantee in Scotland No 140582
Fundraising Administrator – July 2017