Philanthropy Co-ordinator

HALO Trust Job Description

Philanthropy Co-ordinator

Full Time - 36 hours per week (Note that work hours on Fridays are 9am – 3pm)

Location – Flexible

Salary – Between £23,625 and £26,775 depending on experience

About us: The HALO Trust is the world’s leading humanitarian organisation tackling conflict around the world. The impact of our work is global and multi-faceted, operating at the intersection of defence, diplomacy and development. HALO was set up over 30 years ago and was well known at the time for its work clearing landmines and we now have a much broader remit and are working in 30 countries and territories, in many of the world’s most fragile states, employing 12,500 staff. Our mission is to save the lives and restore the livelihoods of people affected by conflict and they do this through three goals: Goal 1, protecting lives from explosive hazards such as landmines; Goal 2: reducing human suffering from armed violence; and Goal 3: building resilient and prosperous communities.

The HALO Trust is seeking a talented Philanthropy Co-ordinator to join its Global Philanthropy Team. The Philanthropy Co-ordinator is a key role within 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: The stewardship of mid and low-level donors, building long term support, and to co-ordinate the administration for the Philanthropy Team including database management.

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

Location: The role will be based at HALO’s office in Wilton, near Salisbury. However, we are open to hybrid or remote working for the right candidate.

Key Responsibilities

• The 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.

Benefits of working at HALO:

• Salary of £23,625 and £26,775 dependent upon experience
• Annual Leave: 25 days plus 8 statutory holidays

• Non-contributory life assurance
• Pension contributions matched by HALO up to 5%
• Emergency medical insurance when travelling overseas
• Flexible working policy

To apply for this role, please submit your CV and supporting statement (no more than 2 pages) detailing why you are suitable for this role, before the closing date for applications which is 25th June 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.