Administration Assistant (Philanthropy)

Administration Assistant (Philanthropy Co-ordinator)

Full Time (40 hours per week)

Location – Hybrid (There will be requirement for attendance at HALO’s office in Wilton. This can be discussed further at interview)

Salary – Between £23,000 and £25,000 depending on experience

HALO TRUST JOB DESCRIPTION

The HALO Trust is seeking a talented Administration Assistant (at HALO we call this role a Philanthropy Co-ordinator) to join its Global Philanthropy Team. The Administration Assistant / Philanthropy Co-ordinator is a key role in the team, crucial to ensuring that HALO’s supporters receive the best possible experience. As the first point of contact for many of our supporters, your efficient and warm communication will ensure our supporters feel informed and valued, building long term engagement and strengthening relationships. With strong administrative and customer service/donor care experience, you will be highly efficient, able to manage a busy workload and take pride in delivering a high standard of customer service.

Job Purpose: To co-ordinate administration for the Philanthropy Team including database management, and the stewardship of mid and low-level donors, building long term sustainable support

Key working relationships (internal): Director of Global Philanthropy, Global Philanthropy Lead, Head of Global Grants Partnerships, Philanthropy and Grants Managers, UK Communications Team, US Philanthropy and Comms Team

Key working relationships (external): Individual donors

Responsible to: Philanthropy Operations Manager

Key Responsibilities

• The Administration Assistant / Philanthropy Co-ordinator supports the philanthropy team to provide high quality stewardship to our supporters, with a specific focus on the database and the stewardship of mid and low-level donors
• Work to ensure all supporter communication and information is held accurately on the CRM database, in full accordance to GDPR. On a day to day basis this includes adding new records, gifts and updating key information (Training on Salesforce will be provided).
• Work across the Philanthropy Team to assist with and provide support and guidance to relationship managers to support their use of the database as a key tool to underpin our approach to stewardship.
• Act as the key liaison with HALO’s finance team to ensure that all donations, including bank transfers, online giving (on HALO’s website as well as through third party sites), cash and cheques, are tracked and recorded accurately. Keep relationship managers informed of income to enable high quality stewardship and thanking.
• Manage the Fundraising, Events & Legacy Inbox’s, including responding to enquiries from supporters and those interested in HALO’s work and escalating where required. Provide guidance and administrative support to individuals wishing to fundraise on HALO’s behalf.
• Lead the prompt thanking of gifts from HALO’s individual and mid value donors, sending engaging thank you emails, letters and writing cards and phone correspondence where appropriate, ensuring that supporters feel informed and valued.
• Provide flexible support to priority areas of work across the team, including information gathering, research and sourcing of information, drafting of written content, proof reading and formatting of documents
• Other ad-hoc administrative tasks as required including coordination team development and meetings

Essential Qualities

• Excellent organisational and time management skills, with the ability to work autonomously and prioritise tasks in a busy and fast paced environment.
• Excellent customer service/donor relations skills with experience of providing efficient and high quality communicating to supporters or customers, building their engagement and loyalty.
• Experience of using CRM systems/databases for customer/donor or client relationships (Training on Salesforce will be provided)
• Excellent administrative skills and experience
• Numerate - able to work comfortably with spreadsheets and financial information.
• Strong interpersonal skills, with the ability to collaborate effectively.
• Experience of providing administrative support in a busy team to tight deadlines
• Excellent written skills and ability to prepare engaging and appropriate communications to HALO’s supporters and enquirers as well as provide written content for the wider team, as required.
• A commitment to HALO’s mission and objectives Tenacious, self-starting, and able to thrive in a fluid, entrepreneurial context
• Collaborative, team player, with a good sense of humour and a low-ego
• High standards and a strong sense of pride in your work and commitment to ensuring supporters receive the best possible experience with HALO

Desirable Qualities

• Individual giving/supporter relations experience
• Experience of working in a geographically dispersed large organisation
• An understanding of GDPR and PECR

• Salesforce experience

All HALO staff are expected to undertake the following general duties:

Work within the framework of HALO’s core values, promoting its ethos and mission statement

Work towards achieving programme and/or group business plan objectives

Ensure familiarity with and adhere to all HALO policies and procedures and keep informed of HALO activities

Travel overseas as and when required

To discharge duties and responsibilities under HALO’s Health and Safety Procedures which may include Risk and COSHH Assessments and participation in evacuation procedures as necessary.

This job description is intended to summarise the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All HALO staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.

Benefits of working for HALO:

At The HALO Trust, we strive to live by our values, where every staff member is valued. We offer an inclusive working environment where staff treat one another with dignity and respect.

HALO offers a friendly, welcoming, and supportive place to work and as part of the HALO team, you can enjoy a variety of benefits which include:

• Salary: Between £23,000 and £25,000 depending on experience.
• 25 days annual leave plus 8 bank holiday days
• Pension Scheme (5% contribution from HALO)
• Non-contributory life assurance
• Emergency medical and repatriation insurance whilst travelling
• Occupational Health Services
• Flexible Working,

To apply for this role, please submit your CV and cover letter(no more than 2 pages) detailing why you are suitable for this role, before the closing date for applications which is 14th May 2023. If there is a sufficient calibre of applicants, we reserve the right to close the role earlier than the date noted

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people form a diverse candidate pool.