Gift & Finance Assistant

Description

Role Title:Gift & Finance Assistant

Grade and Salary:Grade 5 26707 - 31236 per annum

FTE and working pattern:Full-time (35hrs per week) open-ended

Reward and Benefits:28 days annual leaveplus 9 buildings closed days (and Christmas Eve when it falls on a weekday). Use our total rewards calculator: see the value of benefits provided by Heriot-Watt University.

Purpose of Role

This role sits within the UniversitysAdvancementTeam and reports tothe Development & Alumni Relations Services Manager. Its primary function is to provide dedicated support to Heriot-Watt Universitys Advancement function encompassingFundraising Alumni Engagement the Shaping Futures campaign and the management of previously gifted philanthropic funds.

TheGift &Finance Assistant playsa central rolein supporting the operations that underpin the success of fundraising alumni engagement and donor stewardship. Working closely with theDevelopment & Alumni Relations Services Manager the postholder will manage a wide range of activities including donation processing data recording receipting invoicing pledge management reporting and forecasting using the Raisers Edge (RE) database.

This role is fundamental tomaintaininga high-performing Advancement function by ensuring robust accountingaccurategift processing efficient stewardship of funds andassistancewithcritical management reporting and income forecasting.

The ideal candidate is a detail-oriented analytical and highlyorganisedindividual with strong administration capabilities. Theydemonstrateexceptional accuracy in handling data are reliable under pressure and can manage competing priorities effectivelyparticularly within adonorstewardship or fundraising context.

They communicate clearly and professionally collaborate well with colleagues across departments and engage confidently with internal and external stakeholders. Adaptable and technology-focused they are committed tomaintainingfinancial integrity andensuring donor intent is upheld. Experience in higher education or the non-profit sector is highlyadvantageous.

Key Duties and Responsibilities

Advancement Office

• Ensure all gifts are accurately recorded and receiptedin a timely mannerin accordance withpolicies HMRC requirements GDPR and CASE reporting standards.
• Process donations and biographical/prospect data in compliance withpolicy.
• Record philanthropic income on Raisers Edge and escalate complex cases to theDevelopment & Alumni Relations Services ManagerandAssistant Principal Advancement.
• Administer donor pledge reminders and invoicing processes ensuring accuracy andtimelycommunication.
• PrepareGift Aid claims in collaboration with Finance to ensure compliance andtimelysubmissions.
• Communicate donor wishes and expenditure restrictions effectively to destination units in consultation with Finance.
• Provide administrative support for transactions and engagements involving overseas charities.

Financial Reconciliation and Fund Management

• Preparereconciliation of philanthropic income between Raisers Edge and OracleFusion ensuringtimelyaccurate and transparent reporting.
• Assistwithdonation and bequest holding accounts ensuring correct and prompt distribution to destination units and establishment of new endowment funds whereappropriate.

Reporting and Stewardship

• Support thepreparationof annual endowment financial reports for donors whererequired
• Assistwith internal philanthropicreports ensuring accuracy transparency and timeliness.

Campaign Counting and Data Coordination

• Handlecollection validation and counting of all datasets contributing to the Shaping Futures campaign including competitive research funding corporate sponsorship philanthropy and government funding across all campuses.
• Assistwith the preparation of campaign counting reports as directed by theDevelopment & Alumni Relations Services Manager.
• Clerk the Campaign Counting and Reporting Working Group preparing agendas minutes and follow-up actions.

General Responsibilities

• Maintain up-to-date knowledge of legislative and sector developments relevant to fundraising financial governance and data management.

• Support the delivery of the highest standards of donor stewardship across the Advancement function.

• Undertakeadditionalfinancial or administrative tasks asrequiredin support of Advancement and Financeobjectives.

Person Specification

These are the criteria on which the short-listing and recruitment selection will be made.

Essential

1. Excellent written and verbal communication skills.
2. Ability to produce clear and professional correspondence summaries and financial reports.
3. Strong time management with the ability toprioritisemultiple tasks and consistently meet deadlines.
4. Experience supporting reporting cycles and stewardship-related timelines.
5. Knowledge of working withMicrosoft.
6. Ability to learn and adapt to digital tools and databases.

Desirable

1. Experience improving or streamlining financial and administrative processes.
2. Confidence liaising with senior stakeholders donors and external partners diplomatically and professionally.
3. Experience supporting cross-functional projects or fundraising campaigns.
4. Experience with Raisers Edge or similar fundraising CRM systems.
5. Experience with Oracle Fusion or similar ERP platforms.
6. Experience as aGift/Financeassistant or similar role within a university or non-profit environment.
7. Familiarity with the operations ofadvancementdevelopment or alumni relations offices.
8. Knowledge of fundraising principles donor lifecycle management and stewardship best practice.
9. Hands-on experience in donation processing pledge management and donor record maintenance.
10. Experience supporting international fundraising entities or managing cross-border transactions.

How to Apply

Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing your interest and suitability for the post; (2) Full CV

Applications can be submitted until 23:55 on Wednesday 8th July 2026.

About Heriot-Watt University

At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.

Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected trained promoted appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.

Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society particularly from underrepresented groups. For more information please see our website and also our award-winning work in Disability Inclusive Science Careers .

We welcome and will consider flexible working patterns e.g. part-time working and job share options.

Use our total rewards calculator: to see the value of benefits provided by Heriot-Watt University.

Required Experience:

Junior IC

Employment Type : Full-Time
Department / Functional Area: Administration
Experience: years
Vacancy: 1
Yearly Salary Salary: 26707 - 31236