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SalaryJob Description and Person Specification
Date: January 2023
Job Title: Office Administrator
Reports to: Director
Direct Reports: None
Location: Remote
Contract: Four days per week (30 hours)
Current Salary: £12.00 per hour (£23,400 per annum, pro rata)
Purpose of Role:
To work with and support the Director and other staff, including Fundraising Manager and Campaigns Manager to ensure proper flow of office procedures and carrying out common office duties. To manage Freedom for Animal’s CRM system (Salesforce) and ensure that it is kept accurate and up to date. To assist with social media posting.
Main Duties and responsibilities
Office duties:
● Manages correspondence by answering emails and general enquiries and forwarding them as necessary to the appropriate team member
● Coordinates responses to emails and general enquiries in collaboration with other team members
● Answers phone calls and redirects them as necessary to the appropriate team member
● Receives and sorts mails, forwarding as appropriate to other team members
● Maintains stock lists and orders office supplies as necessary
● Creates and circulates agendas for meetings as directed (e.g. weekly team meetings)
● Arranges meetings and books meeting rooms, if required
● Assists with the arrangement of events, travel requirements, catering etc. as required
● Responsible for banking donations received via the post
● Responsible for printing and distribution of leaflets and posters to volunteer groups
● Responsible for the online shop, including maintaining accurate stock lists, ordering of stock, sales, researching costings of merchandise
● Manages petty cash and general book-keeping tasks, including receipts and invoices related to petty cash
● General office duties, including filing etc.
Salesforce database duties:
● Responsible for entering data on Salesforce CRM database, including donations, updating supporter details, issuing thank you letters to donors and scanning correspondence
● Reconciliation of regular donations with bank statements and to assist Fundraising Manager to follow up on lapsed donors or regular gifts that have not been honoured by donor’s bank
● Prepare and submit Gift Aid claims
● Contribute to preparation of financial reports for Trustee meetings
● Responsible for segmenting within Salesforce for appeal letters / emails and liaises with fundraising function to ensure accuracy
● Assist Fundraising Manager with Mailchimp marketing platform
● Liaise with NGO Business Services to optimise and improve Salesforce functions, under guidance of Fundraising Manager
● Other general Salesforce tasks
Fundraising and Communications duties:
● Liaise with Fundraising and Campaigns functions on strategic plans, objectives and content calendar
● Assist Fundraising Manager with coordination of fundraising events, including raffles, quizzes etc., including the planning and promotion of events
● Proofing of appeals and other fundraising / campaign materials
● Liaise with Fundraising to create accurate reports for Director and Trustees
● Provide support to Fundraising for e-news, magazine and other online supporter engagement
● Be the main point of contact for supporters and donors, delivering quality supporter care and dealing with all donor requests.
● To assist and deliver key fundraising activities including donor care.
Social media duties:
● Liaise with Director, Fundraising and Campaigns functions to regularly post and promote stories, events, stories etc. on social media platforms including Facebook, Twitter, and Instagram
Campaign duties:
● Support Campaigns Manager to develop campaign communications with supporters
● Liaises Campaigns function to submit Freedom of Information requests to local authorities and government departments
● Contribute to blogs and other campaign materials
Strategic Planning Activities:
● To attend planning and other meetings with other staff / volunteers and the Board of Trustees
Human Resources Activities:
● Where relevant, support the Director in recruitment of staff, external professionals/contractors and volunteers
Other:
● Take responsibility for being up to be date with and adhere to, the charity’s current policies and procedures
● Carry out any reasonable tasks which may be required from time to time
Person Specification:
Essential
● Good level of education
● Supportive of Freedom for Animals ethos, mission, vision and charitable objectives and preferably lead a vegan lifestyle
● Prior office management / administration experience
● Strong attention to detail
● Ability to work on own initiative and without direct supervision
● Excellent time management skills
● Excellent communication and customer service skills
● Team player with strong interpersonal skills and a proven ability to build effective relationships with colleagues, volunteers, supporters and external stakeholders
● Proficiency with Google for Business and Microsoft Office
● Strong prioritisation and organisational skills
● Ability to manage changing workload and multitask
● Knowledge of data protection and confidentiality issues
● Strong record keeping skills
● Good working knowledge of Salesforce CRM database or similar
● Good understanding of social media platforms
● Flexibility
● Full, clean driving licence and access to a vehicle for banking & other purposes
Desirable
● Knowledge of animal protection issues relating to captive animals, including zoos, mobile zoos, aquariums, bird of prey centres, circuses, exotic pet trade and the use of animals in television, film and other medi
● Experience working with grassroots supporter base
● Fundraising experience
Freedom for Animals is committed to being an equal opportunities employer and is committed to creating a diverse, equal and inclusive working environment.
