Donor Relations Co-ordinator
Position Description
Foodbank Victoria
POSITION:
Fundraising - Donor Relations - Coordinator
LOCATION:
Yarraville
REPORTS TO:
Marketing & Acquisitions Manager
DIRECT REPORTS:
nil
DATE APPROVED:
July 2015
APPROVED BY:
CEO
PURPOSE:
Foodbank Victoria is an independent not for profit organisation that provides food relief to
individuals and families experiencing hardship.
With more than 80 years’ experience, we are the state’s oldest and largest food relief
organisation. In times of disaster we are a leading provider of emergency food relief to Victorian
communities as part of the State Government’s Emergency Response and Recovery Committee.
Annually we distribute the equivalent of over 14 million meals across metro, regional and rural
communities.
We work with a network of almost 800 corporate and community partners to source and distribute
food with the aim of helping to improve the lives of Victorians that need our support.
The Position
Is responsible for undertaking administrative and co-ordination work to support fundraising
programs, communications, community engagement, marketing, events and donor stewardship
with the purpose of raising our profile, funds and food.
ACCOUNTABILITIES:
KEY RESULT AREA
Donor Relations –
Individual Donors
One off/ Regular / Major
/ Bequest
PERFORMANCE STANDARDS
 Responsible for the end to end development and coordination of the individual donor data and engagement
activities
 Retention – Creating, implementing and maintaining an
action plan for conversion and upgrade strategies for each
individual donor type
 Acquisition - Creating, implementing and maintaining an
action plan for acquisition strategies for each individual
donor type
 Implementing the individual segment procedures and
processes for capturing, recognizing and engaging with all
individual donors
 Developing and formatting targeted communications and
activities. These individual donor activities encompass
seasonal fundraising campaigns, peer to peer events and
community activations
 Daily/weekly receipting of all fundraising income and the
follow through communications
 Producing and compiling the required Salesforce reports
and data; financial requirements through to segmentation
and any campaign based analytics information
 Acting as the main custodian of all individual donor data.
Accurately maintaining and recording the stages at which
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General Administration
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Events and Programs
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Self-management
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Authorisation Level
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each individual donor is at through the donor continuum
(lifecycle and categories)
Conducting of warehouse tours when required
Presenting at community group forums
Liaising with the Volunteer department in co-ordination of
any community activation/event based requirements
Liaising with the Food Donor relations team in ensuring the
fund and food raising toolkit and administration processes
are upheld and followed
Provide administrative support to the Marketing and
Acquisitions team members, including minute taking,
filing, research, mail-merging, mail outs, ‘thank you’
letters, assistance with proof reading communications
Support the preparation of reports, correspondence
and general documentation as requested
Liaise with Finance departments as required to
ensure efficient financial administration including
banking, reconciliation, invoicing and reporting.
Support the team to ensure that community
fundraising initiatives adhere to FBV policies and
legal requirements
Co-ordinate and drive the organisation and execution of
community events, medium to large scale food drives,
associated volunteer activities and other events where
required
Tasks may include securing venues, hiring equipment,
organizing entertainment, guest liaison, catering, assisting
with guest lists, managing RSVP’s and post event
administration
Positive participation in regular team meetings
Inform team members and other departments of relevant
donor information as appropriate
Willingness to undertake training and development
opportunities as appropriate
Effective time management and organisational skills
demonstrated through ability to meet deadlines
Prior approval from your manager is required for any single
purchase or financial commitment of $50 or more and/or
any monthly purchase or financial commitment. In the
absence of your Manager, approval of the CEO or two
department managers is required
KEY PERFORMANCE INDICATORS:
PERFORMANCE &
WEIGHTING
INDICATOR
1. Achievement of
Key Results
Segmented individual donor
conversion and upgrade plan Retention
New donor acquisition plan
Fundraising campaigns
MEASURES
Individual donor plan developed,
implemented and followed
Retention and acquisition targets
developed and upheld
Readiness of clean and accurate
donor data for scheduled
fundraising campaigns
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Contribute to the timely
development of reports on the
impact of marketing
communications activities
Fundraising events
High quality event co-ordination
and stakeholder engagement
Administrative tasks completed
efficiently and effectively
Timeframes met with all
documentation well-presented and
accurate
Willingness to take responsibility
for a wide range of administration
duties
Salesforce data accurate and well
maintained
Work meets standards required by
Manager and team members
Errors within Salesforce minimised
with accurate segmentation of
data to ensure mailings are
directed correctly and contacts
maintained for team members
Accurate reports can be run on
donor trends and fundraising
outcomes
2. FBV Values and
Policies
Ensure a safe and healthy working
environment
100% compliance with Foodbank
Victoria’s policies and procedures.
Treat fellow staff, clients,
suppliers, all others and the
environment with dignity, courtesy
and respect
Take part in 1 internal workplace
audit every 12 months.
Uphold the principles of equal
opportunity and maintain an
inclusive workplace free of
discrimination, harassment &
bullying
No reported breaches in
confidentiality.
All known violations of this FBV
guidelines reported to line
manager
Accept responsibility and
accountability for our actions,
work performance and the use of
property
Act in ways that maintain our
integrity, reputation and the
confidentiality of information of
all stakeholders
Act in the spirit, as well as the
letter, of the law and Foodbank
Victoria’s policies
Report and act upon any known
violations of Foodbank Victoria
policies.
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3. Team
Performance
Provide a flexible and stimulating
workplace that encourages honest
and effective communication
>90% Team meetings attended
Nurture a culture of mutual trust,
support and encouragement where
everyone’s contribution is
recognised equally
Review discussions completed
Training programs are achieved
Commit to the achievement of
Foodbank Victoria’s goals and
objectives in a manner that
promotes enjoyment and
satisfaction in our work
Celebrate excellence
Act and communicate ethically with
all stakeholders
Adhere to
procedures
ethical
purchasing
Driven to learn and build on your
experience, you’ll be comfortable
working autonomously and as a
member of a high performing
team.
BEHAVIOURAL COMPETENCIES:
REQUIRED
(yes/no)
PRIORITY
(H,M,L)
Conceptual Thinking – Considers how things fit together. Sees patterns
or trends, makes the complex simple.
Y
M
Acting Decisively- Takes action despite obstacles. Makes decisions
quickly and in a crisis.
Y
M
Strategic Orientation – Understands, contributes to and aligns
work/priorities to strategic business strategies.
Y
M
Focus On Improvement – Sets and works to meet stretching goals. Makes
improvements to systems and own work methods.
Y
H
Impact And Influence – Knows own impact and able to persuade others
and build alliances.
Y
M
Customer Service Orientation- Takes personal responsibility for customer
satisfaction. Addresses customer needs.
Y
H
Leadership – Promotes team effectiveness. Facilitates involvement,
removes roadblocks and shares a compelling vision.
N
Developing And Coaching Others – Gives guidance and feedback. Creates
development opportunities and helps others to grow and develop.
N
Self-Management – Knows own reactions and feelings, able to respond
calmly and manage stress effectively, operates with honesty and integrity.
Y
H
Teamwork and Co-operation – Co-operates and participates positively in
the team. Values and encourages others input.
Y
H
Commercial Acumen- Understands key business drivers and market place.
Able to anticipate trends. Seeks to broaden own knowledge.
Y
M
Flexibility – Looks for alternatives, tries new methods, learns new skills
and takes on different roles.
Y
H
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KEY SELECTION CRITERIA:
QUALIFICATIONS
 Relevant administration
qualifications and/or
experience
 A marketing or
communications
qualification will be highly
regarded
 Awareness of the key
principles of the Privacy
Act
 High proficiency level in
Microsoft office programs,
including Outlook, Word,
Excel and Powerpoint
 Hold and maintain a
current driver’s license
and be prepared to drive.
 Willingness to undertake a
criminal record check
 Ability and willingness to
work outside normal
office hours to support
events on occasion
I have read and understood this
position description
EXPERIENCE
 Demonstrated experience
in a similar role,
preferably in the not-forprofit sector or a
membership based
organisation
 Excellent attention to
detail
 Well-developed written
and verbal communication
skills
 Excellent organisation and
time management skills
 Ability to work
independently and within
a team environment
 Experience using a
customer relationship
management database,
ideally Salesforce
 Good numerical and
analytical skills
 Excellent customer service
skills
 Demonstrated ability to
learn new skills and
procedures.
COMPETENCIES
 Seeks feedback and
responds appropriately
 Copes with change,
effectively
 Takes initiative and is
resourceful
 Works hard to meet and
exceed accountabilities
 Makes others feel
valued
 Is reliable, consistent and
fulfils commitments
 Maintains confidentiality
 Works collaboratively
 Plans and organises work
efficiently and effectively
 Understands our markets,
supply chain and
operations
 Identifies opportunities to
grow or improve the
organisation
 Ability to cultivate
productive and
collaborative working
relationships and
outcomes through open
and inclusive planning,
continuous information
sharing and transparent
work practices
Name:
Signature:
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Donor Relations Co-ordinator Position Description