Great Care, Everywhere, Every Time

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1.ORGANIZATIONAL INFORMATION

Our Vision

Great care, everywhere, every time

Our Mission

Together we care, learn, discover and innovate

Organisational Environment

Eastern Health provides a comprehensive range of high quality acute, sub-acute, palliative care, mental health, drug and alcohol, residential care and community health services to people and communities that are diverse in culture, age and socio-economic status. These services are provided both on an inpatient and outpatient basis. These services and programs are supported by staff who possess an unparalleled commitment to patient care as well as teaching and research.

The strategic goals are fully detailed in the Eastern Health i-learning orientation.

Eastern Health Values

Eastern Health values reflect who we are as individuals and as an organisation, and are testament to the Eastern Health Mission Statement; they include the concepts of Kindness, Respect, Excellence, Agility and Humility.

The Eastern Health Values are fully detailed in the Code of Conduct which is covered in the Eastern Health i-learning orientation.

2.POSITION SUMMARY

This position is responsible for –

1. Donation processing with an emphasis on accurate and timely processing of all donations from a variety of sources.
2. Managing the Foundation’s fundraising database (DonMan) with an emphasis on accurate entry of data, maintenance of records, importing and exporting data, producing regular and other reports as required, and strategic data mining of donor and prospective donor information.
3. Supporting the Director of the Foundation and the Foundation Team in an administrative capacity by producing accurate and timely reports, Board papers, meeting agendas and minutes, letters, and ensuing the Foundation’s branding is consistent and of high quality in consultation with the Director.
4. The management of financial reporting, reconciliation and expenditure
5. Providing ad hoc support to the Foundation for all strategic donor events and activities by assisting where required e.g. name tags, data reconciliation and post event evaluation, etc

3.MAJOR DUTIES AND/OR RESPONSIBILITIES

• To accurately and in a timely manner enter data and process all donations from all sources using the DonMan database
• To follow up donor enquiries and positively interact with donors via any communication method, eg: phone, letters, email, in person
• To develop and manage regular plans to update, review, and report on all donors and prospective major donors
• To reconcile all donations against the ledger and provide detailed information to support the reporting of financial information for the Director, Chief Executive and Foundation Advisory Board
• To expend and acquit donations according to donor wishes and Eastern Health strategic and priority directions
• To prepare regular financial and other reports/papers that highlight donor support, interest and interactions.
• To assist in segmenting donor data for appeals to specific briefs and to prepare data in formats for external mailing agencies.
• To provide executive support and assistance to the Director and the Foundation Team that includes preparing/formatting all reports/discussion papers/memos and assisting with special projects as required, e g. overseeing correct usage/application of brand principles/templates.
• To support the Foundation team in the conduct of a range of donor events where required.

4.SAFE PRACTICE AND ENVIRONMENT

Occupational Health and Safety

Provide and maintain so far as is practicable a working environment that is safe and without risk to health. Take care of your own health and safety and the health and safety of any other person who may be affected by your acts or omissions at the workplace. Understand responsibilities and accountabilities to yourself and others in accordance with OH&S legislation and Eastern Health policies and promote a working environment that is congruent with these guidelines.

Comply with all state legislative requirements in respect to the Occupational Health and Safety Act 2004 and the Workplace Injury Rehabilitation and Compensations (WIRC) Act 2013.

5.TRAINING AND DEVELOPMENT

Relevant, practical and timely education should direct, facilitate, enhance and support the professional growth and practice of employees in a health environment characterised by change. All programs should endeavour to promote evidence-based practice, a problem solving approach and to be competency based.

You are expected to participate in the personal development process on an annual basis.

6.QUALITY

As a staff member of Eastern Health staff are required to comply with Eastern Health performance standards and participate in continuous monitoring and improvement as part of your role. You are also required to comply with legislation, professional standards and accreditation standards.

As a staff member employed by Eastern Health services you must have and maintain the appropriate skills and knowledge required to fulfill your role and responsibilities within the organisation. In addition, you must ensure that you practice within the specifications of this position description, and where applicable within the agreed scope of practice,

You are responsible for ensuring safe high quality care in your work. This will include complying with best practice standards, identifying and reporting any variance to expected standards and minimising the risk of adverse outcomes and patient harm. In addition, you will ensure that service and care is consistent with the EH approach to patient and family centered care.

7.CONFIDENTIALITY

Any information obtained in the course of employment is confidential and should not be used for any purpose other than the performance of the duties for which the person was employed. Staff are bound by the Information Privacy Act 2000 and the Health Records Act 2000.

8.EQUAL EMPLOYMENTOPPORTUNITY

You agree to adhere to the Equal Employment Opportunity policies and practices of the Health Service. Discriminatory practices, including sexual harassment, are unlawful. The Health Service will not tolerate discriminatory behaviour and any such conduct may lead to the invoking of the Disciplinary Policy and Procedure, which may result in termination of employment.

9.PERFORMANCE DEVELOPMENT

A Performance Review, that includes agreed targets, will occur three (3) months from commencement and then annually on the basis of the duties and responsibilities outlined in this position description. This is an opportunity to review personal and the allocated work unit’s service performance, facilitated by the setting of objectives/goals and ongoing evaluation of performance and achievement. Objectives will be developed annually, documented, discussed and agreed with the immediate line manager, who will act as the assessor. The incumbent is expected to demonstrate and show evidence annually of on-going self and allocated work unit’s service development.

10.ATTACHMENTS

• Attachment 1 Key Selection Criteria
• Attachment 2Key Result Areas /Key Performance Indicators
• Attachment 3Eastern Health /Department Information

11.NOTE

Statements included in this position description are intended to reflect in general the duties and responsibilities of this position and are not to be interpreted as being all-inclusive.

Prior to accepting any offer of employment, prospective employees will be required to read and commit to the Eastern Health Code of Conduct, including (but not limited to) issues of Occupational Health and Safety, Equal Opportunity and Confidentiality.

Signed: ______Date: ____/____/____

Enter Manager's Title

INCUMBENT STATEMENT

I ______(Incumbent Name) have read, understood and accepted the above Position Description and associated Attachments.

Signed: ______Date: ____/____/____

ATTACHMENT 1

KEY SELECTION CRITERIA

• Demonstrated knowledge of DonMan database or similar fundraising database software
• Fast and accurate data entry skills with emphasis on the integrity and accuracy of information within the database and skilled in Excel to import, export, query, manipulate and report on data
• Ability to work well in a team environment
• Experience in undertaking executive assistant and administrative tasks to support the Director and fundraising team
• Demonstrated effective customer service skills in providing first line customer support to donors in order to receive donations/retain donors, issuing donor care recognition materials including "thank you" communications and responding promptly to enquiries and managing the directing of those enquiries
• Demonstrated time management capabilities and ability to be agile in work priorities to meet multiple deadlines
• Experience in ensuring ongoing effective monitoring and reporting in accordance to the agreed budget and group plan
• A solid understanding of third party fundraising platforms (Everyday Hero)
• A proven ability to understand data segmentation and reporting
• Advanced skills in Microsoft Office Suite, particularly Excel, Word and PowerPoint
• Ability to work independently with good attention to detail
• An understanding of fundraising practices and principles and data requirements

Desired

• Passion for data and an eye for detail
• Initiative and experience in improving functions and processes
• Quick learner and able to understand new systems easily

ATTACHMENT 2

Key Result Areas /Key Performance Indicators

• All donations to be processed accurately and receipted within a timely manner.
• Donor records updated promptly and accurately in accordance with donor requests, Eastern Health Foundation policy and coupon responses.
• Ensure the accuracy and integrity of all data within the database, minimising duplications and inaccuracies
• Past patient and deceased records updated in preparation for any mailing.
• Targeted and thoughtful data specifications including the segmentation of the data in preparation of appeal mailing in consultation with the Donor Relations Manager.
• Assist in informing decision making and policy development about future strategic directions with the provision of reports with trend data.
• Provide detailed data analysis and reports to support fundraising programs, highlight donor support, interest and interactions and assist in identifying prospective major donors
• Follow-up donor enquiries and positively interact with donors via any communication method to an acceptable standard.Track and manage all initial enquiries, and direct those to the correct Manager, staff member
• Work with Foundation Team on events and third party fundraising event enquiries and provide appropriate support.
• Meeting minute and agenda preparation and distribution.
• Assist in the reproduction of the Foundation brand across all internal and external mediums.
• Provide assistance to the Director in preparation of aspects of Foundation Advisory Board meetings and other Advisory Board activities
• Timely and accurate reconciliation of all funds received and expended
• Provide desired support, assistance andadministrative management for the successful conduct of Foundation donor and supporter events
• Be a team player

ATTACHMENT 3

Eastern Health/Department/Specialty Information & additional position requirements

SPECIALTY SPECIFIC INFORMATION

Organisational Context

Eastern Health provides a broad range of acute, sub-acute, aged and mental health services to approximately 1 million people in the eastern suburbs of Melbourne. Eastern Health has an annual budget of $900m. and is affiliated as a teaching health service with Deakin, Latrobe and Monash Universities.

The Eastern Health Foundation was established in 2010 to engage with the many individuals and communities that comprise its extensive geographic locations, to seek their philanthropic support. The Eastern Health Foundation raises funds for Melbourne’s public health and hospital network in the eastern suburbs. The Foundation, through its work supports high quality health care, innovative research and the provision of the latest medical equipment.

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