Charities Team Administrator

Job overview

This is an exciting opportunity to join the HHFT Charity Team, by providing cross-team business and administrative support to colleagues in Hampshire Hospitals Charity and Winchester Hospice Fundraising Charity to keep our office running smoothly and efficiently.

While this post is for 30 hours per week, it is flexible and can be worked during school hours.

You will be part of these two ambitious charities, helping to deliver a multi-year plan of action including growth in fundraising income and awareness both within the Hampshire Hospitals NHS Trust and throughout the communities that both charities serve.

You will specifically assist in providing basic finance and banking support, donor administration, stock control, ordering of office supplies, managing enquiries and supporting charity events.

The post holder will also play a key role in supporting the wider team which will include Trustees, volunteers, donors and staff.

Main duties of the job

• Supporting both charities with the provision of timely and professional donor administration including thank-you letters/emails to donors and supporters of the charities.
• Keeping accurate financial records of payments which includes banking and invoicing.
• Keeping database/CRM up to date with regular data entry for each charity and producing regular reports as agreed.
• To provide administrative support to deliver key functions in the team, including answering enquiries via the telephone, email, and face to face.
• Taking responsibility for the procurement of stationery, IT and event material(s) when required.
• Supporting both charities in the planning and facilitation of events (online or face-to-face).
• To work collaboratively with colleagues across both charities in providing general support where necessary and to build networks with others in the trust and in local communities to enable the work of the Charity Team.

Working for our organisation

Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.

Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.

We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.

The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.

Detailed job description and main responsibilities

Please refer to the person specification document and the job description document for more in depth detail about the role.

Person specification

Essential

Essential criteria

• - NVQ level 3 or Maths and English, GCSE A*- C (or equivalent) or level 2 in numeracy and ESOL (English for Speakers of Other Languages)
• - General understanding and experience of basic financial record keeping
• - General understanding and experience of office administrative support
• Excellent, effective and demonstrable spoken communication and able to maintain a courteous approach

Desirable criteria

• - Basic bookkeeping, marketing or fundraising qualification.

Essential

Essential criteria

• - Knowledge of database/CRM use, data entry, and record keeping.
• - Excellent, effective and demonstrable written communication.
• - Ability to prioritise and complete multiple tasks with varying deadlines
• - Ability to be adaptive and to respond to challenges that may arise from time to time
• - Ability to work autonomously at times and with a team

Desirable criteria

• - Ability to work on own initiative, referring when appropriate.

Desirable

Essential criteria

• - Experience of regularly using Microsoft Office including Word, Excel and PowerPoint
• -Access to a car

Desirable criteria

• - Knowledge of GDPR.