This role will support the fundraising team in donation processing, donor record management, database maintenance, filing, tracking and reporting. This roleplays a key part in ensuring accurate administration, proper documentation, smooth day-to-day fundraising operations and compliance with internal procedures and prevailing fundraising regulations.
Job Responsibilities
Donation Processing and Record Management
- Process donations accurately and promptly across various channels, including cheques, bank transfers, online platforms, and other giving sources.
- Verify donation details and ensure all gifts are correctly captured and recorded in line with internal procedures and finance requirements.
- Prepare and issue donation receipts, acknowledgements, and supporting documents promptly.
- Maintain complete, accurate, and up-to-date records of all donations received.
- Support reconciliation of donation records against bank statements, finance reports, and payment platforms.
- Follow up on incomplete donation information, discrepancies, and outstanding supporting documents where required.
Filing, Tracking, and Documentation
- Organise, file, and maintain both physical and digital fundraising records, donor forms, pledge documents, and related correspondence.
- Ensure proper documentation and systematic filing for easy retrieval, reporting, audit, and compliance purposes.
- Track donation-related submissions, correspondence, and follow-up items to ensure timely action and closure.
- Maintain accurate administrative records to support transparency, accountability, and operational efficiency.
Donor Database Management
- Maintain and update the donor database with accurate donor contact details, donation history, communication records, and relevant notes.
- Ensure donor data is entered accurately and consistently, with a high standard of data integrity and confidentiality.
- Perform regular database checks, clean-up, and updates to ensure records remain current and reliable.
- Generate donor and donation reports for internal monitoring, fundraising analysis, and management reporting.
General Fundraising Administration
- Provide day-to-day administrative support for fundraising campaigns, donor stewardship efforts, and fundraising events.
- Assist with correspondence, document preparation, and other coordination tasks to support fundraising operations.
- Ensure compliance with internal policies, donor confidentiality standards, and relevant governance or regulatory requirements.
- Carry out other administrative and fundraising support duties as assigned.
Requirements
- Diploma, Higher Nitec, or equivalent qualification in Business Administration, Office Administration, Fundraising, Communications, or a related field.
- At least 1-3 years of relevant administrative experience, preferably in fundraising, non-profit, charity, or donor support environments.
- Experience in donation processing, database entry, records management, or administrative coordination will be an advantage.
- Proficient in Microsoft Office applications such as Word, Excel, Outlook, and PowerPoint.
- Familiarity with donor management or CRM systems is preferred.
- Strong organising skills with a high level of accuracy and attention to detail.
- Good verbal and written communication skills.
- A team player with a positive attitude, willingness to learn, and ability to work independently when needed.
