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 Page 1 of 5 Document1 General Administration Events and Programs Self-management Authorisation Level 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 Page 2 of 5 Document1 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. Page 3 of 5 Document1 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 Page 4 of 5 Document1 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: Page 5 of 5 Document1