Major Gift Administrator
Salary: c. £21,000 per annum (pro-rata for 3-4 days per week)
Contract: 2 year contract with a 3 month probationary period
Job Reference:
SPANA is the leading charity for working animals worldwide and the communities they
support. We’re passionate about protecting and caring for hard working animals, with a
network of hospitals and mobile clinics that provide a lifeline for animals and
communities alike. Founded in 1923, the need for SPANA’s work remains as great today
as it was then. SPANA is now undergoing an exciting period of growth. If you share our
vision of a world where working animals are properly cared for and valued, we’d like to
hear from you.
We are looking for: a positive and enthusiastic person, who relates well to people, has
suburb communication and organisational skills, excellent attention to detail and is a
proactive administrator.
The role is to provide administrative support to the Major Gift Manager and ensure that
information is recorded accurately and swiftly. The role also requires an extensive
knowledge of databases particularly in regard to understanding data and managing
complex queries for internal mailings and supporter feedback.
The role requires the post-holder to be able to work on their own initiative and also to
work well in a team. The role can be challenging at times and the successful candidate
will be someone who works well under pressure.
Experience in the charity sector would be an advantage
SPANA is an equal opportunities employer.
Job Description
Job Title:
Major Gift Administrator
Reporting to:
Major Gift Manager
Key Relationships
As part of this role, the post holder will be required to liaise with:
Internal:
Trustees
Management Board
Finance department
Fundraising department
Administration team
Overseas staff
External:
SPANA Supporters & Volunteers
Other charity contacts
Suppliers and agents
Purpose of Job
The primary role of this position is to provide essential fundraising and administrative
support to the Major Gift Manager in particular, first class administration for the Legacy
and Major Gift programmes.
 To provide general administrative support for the Legacy and Major Donor
Programmes.
 To maintain detailed and accurate computer database and paper records, ensure
thank you letters are sent promptly and provide other support such as minuting
meetings, dealing with telephone queries, data entry and filing.
 To organise the Annual Review Mailing. To create copy for letter variants,
creating/checking queries, mail-merging letters, organizing volunteers and
sufficient stationary and ensuring that the data is added correctly to the
database.
 To oversee the organization of internal Major Donor Mailings, especially data and
mail-merging.
 To manage Legacy Supporter feedback during legacy campaigns and throughout
the year and ensure information is correctly and accurately recorded.
 To manage the Legacy advertising budget and approve copy.
 To assist with the project management and production of Legacy and Major
Donor appeals including liaising with the creative agency and feedback
comments.
 To undertake internet/desk based in depth research of Major Donors.
 To assist with the organisation of SPANA’s Major Donor and Legacy Events and
help represent SPANA at events when needed.
It should be noted that, as this is a new post, the job specification and remit may
develop over time. The applicant should be happy to adapt and take on new and
different tasks.
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Organisational Culture
As a small charity (in terms of staffing, not ambition nor reach) at times we need
everybody to pull together and help out so, in addition to the person specification,
we require staff to:
Be positive with a friendly manner whilst remaining professional and efficient.
Be flexible as from time to time the post holder may be asked to perform other
duties.
To resolve supporter complaints quickly, appropriately and professionally in
regard to the areas that their role relates to.
Enjoy working in a team and have a strong team ethic.
To maintain, improve and develop team processes and procedures as and where
necessary.
To gain an in-depth understanding of SPANA’s charitable work in order to
communicate confidently to current and potential donors.
Share information with the team, whilst respecting confidentiality, so that you and
your colleagues have all the information you need to perform your duties
effectively.
Maintain strict confidentiality at all times.
Be committed to the aims and objectives of SPANA.
To attend and assist at fundraising events and be willing to work occasional
weekends and evenings when required due to events and community activities.
Be Willing to work within SPANA’s Equal Opportunities Policy.
Person Specification
Experience and Knowledge
Experience of providing exemplary administrative support
Experience of working with a diverse range of people at all
levels of seniority
Experience of providing excellent customer service
Experience of resolving complaints and problems
Experience of working independently and collaboratively in
a team
Experience of working in a charity/fundraising department
Experience of organizing/assisting with events
Educated to A Level standard or equivalent
Educated to degree level or equivalent
Experience of working with databases, preferably Raiser’s
Edge and setting up/following procedures
Skills, Abilities & Attitudes
A confident communicator with excellent written and verbal
communication skills.
Ability to draft correspondence with Major Donors
Ability to manage a wide and varied workload, prioritising
effectively, and ensuring the achievement of tight deadlines
under pressure. Well organised with a willingness to work
within changing priorities.
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Good research and report writing skills and the ability to
take substantial information and convey concisely.
Accuracy and excellent attention to detail.
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Excellent computer skills with strong knowledge of Excel,
Word, Microsoft Outlook, Internet Explorer, etc
Self starter with strong self-motivation, energy and drive
Takes responsibility for own areas of work – is
conscientious and uses initiative
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Please apply using the attached application form to Caroline Francis, Major Gift
Manager at carolinefrancis@spana.org or by post to SPANA, 14 John Street, London
WC1N 2EB outlining how you are suitable for the job and why you want this role by 28th
March 2011. If you have an up to date CV which you feel would support your application,
please also include this.
Those selected for interview will be contacted by 4th April 2011. If you have not been
contacted by this date, you may assume that your application has been unsuccessful.
SPANA requests no contact from agencies.