Job Description
Philanthropy Officer
Reports to:
Responsible for:
Hours:
Head of Philanthropy
Philanthropy volunteers
30 hours [0.8FTE]
Context
In 2011 the Museum completed a £13.6m fundraising campaign for its major
redevelopment and endowment fund. This successful campaign delivered a state of the art
building in Bath that is now enjoyed by more than 115,000 visitors each year. It has also
delivered an Endowment of £4m which needs to be doubled over the coming three years.
However, commitment from the philanthropic community for core funding is essential to
ensure that we can continue to remain a free to enter museum.
We want to continue to build on the success of the development project, and create and
sustain a culture of continued philanthropic giving to the Holburne Museum. Working with
the Head of Philanthropy, this position is vital in ensuring the development of increased
income and commitment to the work of the Museum.
The Philanthropy Officer’s role is to work closely with the Head of Philanthropy to create a
culture of philanthropic giving through providing the day to day support needed in a busy
fundraising environment. Key areas of responsibility for this role explained below are:
Philanthropy and Membership Coordination and Development, Database and Donation
Management , Donor Communications, Corporate Partnerships and engagement, Donor
Stewardship of Major Donors as well as development of applications to Trusts &
Foundations.
Philanthropy and Membership Coordination and Development:
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Manage all day to day activities of the current membership programme at the
Holburne Museum including reminders, membership cards and communications,
invitations, data entry, etc.
Develop and review welcome packs on a regular basis and ensure their timely
delivery to members
Plan and implement a stewardship and events programme for members and other
supporters of the museum, including an annual dinner, summer party, business
networking events and private views
Work with the Head of Philanthropy and Marketing and Communications team to
plan marketing campaigns for the membership programmes
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Coordinate activities with the Friends of the Holburne Museum as required
Attend Friends meetings as required
Work with the Head of Philanthropy to develop strategies for activating lapsed
supporters and encouraging new members and delivery of chosen activities
Work with the Head of Philanthropy to develop new ideas for encouraging regular
support of the Holburne Museum, identification of potential new members and
supporters
Achieve agreed income and expenditure targets for membership
Be flexible as the Holburne commences a period of change in relation to
membership and philanthropy
Database and Donation Management:
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Develop Policies and Procedures for data processing on Donor Strategy for the
Holburne Museum
Develop and implement systems and procedures to ensure the accurate recording
and management of sensitive donor and prospect information
Process donations received in accordance with Holburne policy and ensure the
Finance Department is advised in a timely manner
Ensure timely reporting for Gift Aid purposes
Create monthly reports on membership and donation activities
Develop a strategy to connect with Donation Box givers on a regular basis
Coordinate and send receipts to donors as required
Segment data according to the above and maintain data integrity
Provide secretarial service to Head of Philanthropy including delivery of data for
mailings, updating information as required etc.
Provide monthly report of donations received to Head of Philanthropy
Collect income from Donation Boxes and record in budget sheets every Monday
Maintain budget records for reporting
Assist with the production of all correspondence to donors including letters,
invitations, return slips, labels etc.
Undertake a monthly check of all donations to match with Finance Department data
Training of staff and volunteers on how to use Donor Strategy when required
Analysis of Giving when required
Donor Communications:
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Devise and implement donor communications to targeted audiences as agreed with
Head of Philanthropy.
Provide updates to all donors as required including coordination of What’s On
Assist with development of presentations to selected audiences
Responsibility for updating website, and using it as a tool to engage with donors
Ability and willingness to co-ordinate internal events
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Corporate Partnerships and engagement:
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Devise and implement strategy to attract corporate support of the Holburne
Museum through sponsorship, partnership and membership
Nurture all corporate partners and ensure that they are kept up to date
Develop proposals for support of exhibitions and other activities
Provide updates to all corporate supporters as required including delivery of What’s
On
Prospect Research:
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In consultation with the Head of Philanthropy, the Philanthropy Officer will, as
required, provide assistance in researching corporate organisations and individuals
in order to assist with developing the correct approach strategy
Develop and monitor prospect database for potential corporate and private
individuals
Donor Stewardship - Major Donors:
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In consultation with the Head of Philanthropy, develop and document Donor
Stewardship program for the Holburne Museum
Oversee the implementation of the Stewardship Program
Engage committees, trustees and staff in donor stewardship as required to meet
agreed program objectives and standards
Coordinate yearly update of recognition honour board
Create certificates and other documents as required for recognition events etc.
Trusts & Foundations:
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Provide assistance to the Head of Philanthropy in developing a calendar of Trusts
and Foundations to approach for support
Assist with events to nurture relationship with Trustees and other guests
Assist with development of projects through accessing information from key staff
Development of budgets for key projects to point where they can be used as an
adjunct to applications
Assist with development of applications
Update trust application report
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Person Specification
Formal Education / Qualification: Minimum
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[E = essential, D = desirable]
3 years in a Fundraising environment E
Membership of Institute of Fundraising D
Experience of current fundraising legislation and best practice E
Knowledge, Experience and Skills:
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Experience working in a busy fundraising office and a good knowledge of all aspects
of fundraising E
High level competence in working in Microsoft Office Applications E
Excellent oral and written communication skills E
Demonstrable knowledge and familiarity with donor databases (preferably Donor
Strategy) E
Programme experience and a successful track record in managing donor databases
and segmentation D
Strong project management, presentation and interpersonal skills D
Ability to work under pressure, prioritize workload and meet deadlines E
Strong presentation skills D
Working style which is flexible, positive and collaborative D
Ability to deal confidently and professionally with stakeholders at all levels E
Willingness to work outside of working hours when required for events, meetings,
training etc. E
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