Fundraising Database Administrator
Job summary
As our Fundraising Database Administrator, you'll be at the heart of our income generation team, accurately processing donations, maintaining our CRM database (Donorflex), and ensuring every supporter receives a positive and meaningful experience. You'll work closely with colleagues across fundraising, finance, and marketing, helping to ensure all income is recorded, reconciled, and communicated effectively
Main duties of the job
What you'll be doing
- Processing and reconciling donations from multiple income streams
- Importing and managing data within our CRM system
- Administering Gift Aid and ensuring compliance
- Producing personalised supporter communications and thank-you letters
- Delivering excellent supporter care and responding to enquiries
- Supporting volunteers and contributing to wider fundraising administration
About you
- Experience working with a CRM system and managing data
- Strong administrative and data processing skills
- High attention to detail and accuracy
- Confident using Microsoft 365, particularly Excel
- Excellent communication and customer service skills
- Experience in a charity or fundraising environment is desirable but not essential
About us
St Nicholas Hospice Care is a successful charity serving the local area of West Suffolk and Thetford. Every year we support nearly 2,000 local people, delivering care across multiple settings. Our services are not just for patients, but for their family and friends too, and include everything from specialist medical care to bereavement support and practical help
Are you detail-driven, digitally confident, and passionate about delivering excellent supporter care? Join St Nicholas Hospice Care and play a vital role in helping us raise the funds needed to support people facing dying, death and grief across West Suffolk and Thetford
Working for us:
As an employee you will receive the following benefits:
Health Cash Plan & Wellbeing programme
25 days annual leave increasing to 29 with service (pro rata for part time employees)
Enhanced Occupational sick pay scheme
Access to a group pension plan or continuation of NHS Pension (subject to criteria)
Life assurance
Access to Blue Light Card scheme
Social events (such as photography group, quiz nights, picnics and more)
Job description
Job responsibilities
Income and Processing
Process and post all income to the CRM database (Donorflex), ensuring accuracy, correct coding, and adherence to agreed procedures
Manage all aspects of donation processing including card payments, telephone donations and thirdparty income streams
Administer and maintain Gift Aid declarations, ensuring compliance with HMRC requirements and accurate record keeping
Support reconciliation processes and work closely with Finance to ensure timely and accurate reporting for month-end and year-end
Download, import and process data from third-party platforms (e.g. online giving platforms), using excel ensuring accuracy and completeness
CRM and Data Management
Maintain accurate, up-to-date and compliant supporter records, including financial data, personal details and communication preferences
Ensure all data is handled securely in line with GDPR and data protection requirements
Support the ongoing development and effective use of the CRM system
Select and manage data segmentation for mailing and other fundraising activities
Liaise with Local Hospice Lottery over and supporter detail amends needed
Supporter Care and Communications
Deliver excellent supporter care through timely, professional and empathetic communication across phone, email and written channels
Act as a key point of contact for supporter enquiries, resolving queries efficiently and courteously
Produce personalised and accurate thank you letters and communications that demonstrate the impact of donations along with generating templated automated letters
Contribute to continuous improvement of the supporter experience and communication approach
Person Specification
Qualifications
- English GCSE Grade 4 (C) or above (or equivalent)
- Maths GCSE Grade 4 (C) or above (or equivalent)
Experience
- Strong everyday Microsoft 365 skills, with solid practical experience using Excel, Word and Outlook
- Experience using a CRM system
- Experience managing data within a CRM system, including routine data imports and day-to-day database maintenance
- Experience in administration, including data and/or financial processing
- Experience within a charity or fundraising environment
- Experience dealing with supporter or customer enquiries
Skills and Abilities
- Strong written and verbal communication
- Strong attention to detail and accuracy
- Excellent communication and customer service skills
- Ability to manage workload and prioritise effectively
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
St Nicholas Hospice Care
Address
Hardwick Lane
Bury St Edmunds
Suffolk
IP33 2QY
United Kingdom
Employer's website
https://stnicholashospice.org.uk/