Fundraising Operations Support Co-ordinator

Job Purpose To assist the Head of Fundraising and his/her direct reports by establishing and maintaining systems that provide high level business supports to the full range of fundraising activities through the effective organisation of time; information, finance and resources management, that delivers a highly effective, efficient and comprehensive support service function that contributes to the delivery and growth in voluntary income. Key Accountabilities/Activities Organisation • Provide efficient and confidential administrative support to the Head of Fundraising which contributes significantly to the effective performance of the department, including the management of the Head of Fundraising’s schedule, forward diary co-ordination and all necessary briefings, booking and preparation for meetings and appointments • Co-ordinate the NI Fundraising Office to ensure the highest level of customer service for all donor and supporter exchange • Plan and organise key meetings and initiate follow up action on behalf of the Head of Fundraising, providing a comprehensive and accurate minute taking service when required, following up on agreed action points and operating an effective bring forward and cross-referencing system • Develop and deliver administrative support functions and office systems to ensure compliance with Barnardo’s standards and best practice as well as those relation to the Institute of Fundraising and FRSB • Travel management for the fundraising team Financial Management • Manage and archive income received resources and information • Ensure Barnardo’s income is recorded and receipted according to Barnardo’s policies and procedures including cash handling • Ensure income is banked in a timely, safe and secure way • Monitor the department’s income and expenditure budget against original budget and revised forecasts, recording and reconciling income and expenditure to the Head of Fundraising • Prepare finance information and reports as required • Ensure staff and volunteers expenses are paid in a timely manner according to Barnardo’s policies and procedures Information Management • Extract and analyse data from diverse sources preparing detailed reports to the highest standard of accuracy to inform on fundraising strategy • Manage and archive resources and information, ensuring the department’s key documentation and information systems are set up and maintained according to Barnardo’s UK policies and local procedures • Create and maintain appropriate databases and web-based information resources • Produce reports on financial information for internal and external audiences as required • In accordance with Barnardo’s policies and procedures, ensure appropriate authorisation and enter staff employment information, e.g. leave, sickness and absence, on the required system (or supervise others to do these tasks) Publications • Co-ordinate and oversee the production of publications and materials • Co-ordinate and oversee the production and dissemination of internal communications to staff, volunteers and supporters/donors Contacts and events • Develop and implement communication and meeting systems with a range of internal and external networks and stakeholders, both locally and across the UK • Work cross-departments, both locally and across the UK to co-ordinate and assist with the delivery of fundraising seminars, conferences and events both internally and externally • Co-ordinate the NI Fundraising office to ensure the highest levels of customer service for all donor and supporter exchange • Efficient delivery and co-ordination of activity involving senior fundraising managers, fundraisers and corporate departments to ensure the effective delivery of routine and critical tasks and projects