Page 1 of 7 VERSION 1.0 JOB DESCRIPTION – Fundraising Officer

JOB DESCRIPTION

Fundraising Officer

[Community & Events]

DATE: January 2025

AUTHOR: Sian Winchester

People Operations Manager

TOTAL NUMBER OF PAGES: 07

Page 2 of 7 VERSION 1.0 JOB DESCRIPTION – Fundraising Officer

HAVENS HOSPICES

POST TITLE: Fundraising Officer [Community & Events]

ACCOUNTABLE TO: Head of Fundraising

RESPONSIBLE TO: Community Engagement Manager

LOCATION: Multi-Site

Our Vision

‘Making every day count’

Our Mission

“To offer the best possible palliative and supportive care, free from fear and barriers,

where the patient and those important to them are always put first”.

Our Values

Care and Compassion, Commitment, Community, Courage, Integrity

CONTROLS ASSURANCE STATEMENT

The purpose of this job description is to outline the level of responsibility and

accountability of this post. This will ensure that all work undertaken by our staff is

identified and lines of accountability made clear.

Page 3 of 7 VERSION 1.0 JOB DESCRIPTION – Fundraising Officer

MAIN PURPOSE OF JOB - SUMMARY

To plan, manage and deliver of a programme of regional fundraising and challenge events, maximising income

and the profile of Havens Hospices, providing key support to the Community Fundraising team. The post holder

will help develop existing contacts, building new community relationships.

KEY DUTIES AND RESPONSIBILITIES

1. MAIN DUTIES

2. To plan and deliver a programme of fundraising events and challenges within agreed income and

expenditure targets. 3. To produce and deliver effective marketing strategies, promoting events and challenges to new and

existing audiences.

4. Actively recruit volunteer to assist with Havens Hospices events and fundraising activities.

5. Build strong relationships with existing volunteers ensuring they feel valued, allocating tasks appropriately with effective instructions.

6. Working with the Community Engagement Team to meet income targets.

7. Maximise income generated from events and challenges to meet agreed targets whilst remaining within

expenditure budgets.

8. Ensure all events and challenges meet our health and safety requirements.

9. Working with the wider Fundraising Team to provide advice and guidance to increase event activity across

Essex to maximise income and reach wider audiences.

10. Negotiate contracts and liaise with venues and contractors to deliver successful events within agreed

expenditure budgets.

11. To develop first class relationships with supporters to ensure they feel special and valued by Havens

Hospices.

12. Actively seek event sponsorship and support from corporate partners and provide value for their

investment.

13. Produce marketing strategies to promote fundraising events and challenges.

14. Work closely with the Marketing Team to create marketing materials and promote attendance of Havens

Hospices events to new and existing supporters.

15. Work with individuals and teams across the organisation as required to achieve objectives and contribute

positively to the culture and values of the organisation.

16. Play an active part in delivering the annual strategy, contributing to forecasting budgets and activities.

17. Raise money from community fundraising events within a defined geographical area in line with the annual

plans and strategy. Achieve this by supporting and facilitating the development of networks of supporters

within the community, providing excellent stewardship to individual volunteer fundraisers and by promoting community fundraising initiatives.

18. Evaluate activities, analysing and balancing time - cost ratios to focus effort on the most appropriate

fundraising activities with the highest chance of success.

19. Provide reports and information about activities, performance, supporters, and volunteers as necessary

and upon request

20. Ensure that all local community fundraising activities are marketed and supported, working

collaboratively with the Marketing and Communications Team

21. Ensure that accurate and up to date financial and supporter records are maintained and accessible on

Raisers Edge (donor database) 22. Maximise awareness and press coverage for local fundraising activities by writing press releases and using

social media tools.

23. Provide and facilitate supporters with a choice of how they fundraise and work with Havens Hospices

Page 4 of 7 VERSION 1.0 JOB DESCRIPTION – Fundraising Officer

24. Provide supporters with the information and advice to enable them to organise their own fundraising events

and activities for Havens Hospices 25. Build, encourage, support and nurture individual, group and community fundraisers to maximize

opportunities and encourage repeat and ongoing participation in fundraising activities

26. Ensure our supporters and supporting organisations are at the centre of all fundraising activities

27. Provide excellent support stewardship including recognition and supportive calls and e-mails 28. Respond to enquiries from the public, volunteers and fundraisers in a timely manner.

29. Pro-actively convert supporter enquires into fundraising activities.

30. Target local community organisations, groups, clubs, schools, local small businesses, to give compelling

talks and presentations to inspire financial support and awareness of Havens Hospices activities.

31. Use Raisers Edge to monitor enquiries and manage supporters

2. GENERAL

1. The post holder must acquire and maintain an up to date working knowledge of all Charity Strategies,

Policies & Procedures. 2. The post holder will ensure Health & Safety regulations are adhered to.

3. The post holder will assist in ensuring the economical use and ordering of materials and equipment,

maintaining an awareness of the need for good housekeeping, and helping to ensure expenditure is within

budgetary limits.

4. The post holder will maintain strict confidentiality within the Hospice and ensure that all staff and volunteers under their management adhere to the Charity’s confidentiality guidelines.

5. The post holder will undertake any other duties which are consistent and relevant to the post.

6. The post holder will liaise with other services to ensure continuity of care, and to improve palliative care

for patients in the community. 7. This job description is not an exhaustive list of duties and responsibilities. The post holder will be expected

to undertake other duties temporarily or on a continued basis, as may be reasonably required,

commensurate with the grade associated with this post.

8. You must be sympathetic to and able to project the philosophy and concept of the Charity. 9. You will potentially have access to confidential data on staff and/or patients and/or services within the

Hospice. Failure to maintain confidentiality and comply with the Data Protection Act 2018 and UK GDPR

principles may lead to disciplinary action which could ultimately lead to dismissal.

10. You will be expected to produce work to a high standard and to always promote quality in all areas.

11. The managerial and clinical philosophy of the Charity is based on a multidisciplinary approach. Staff regardless of grade or discipline are required to participate in this concept.

12. You will be expected to keep yourself updated on all matters relating to Charity policies. You are

responsible for familiarising yourself with matters relating to Health & Safety management as they affect

you personally, your department and/or the Charity. 13. You will be expected to participate in regular 121/supervision meetings, and annual appraisals, for

yourself and/or the staff you manage.

14. The post holder will be expected to abide by all legal requirements required for this post, including

adhering to any relevant Codes of Conduct and principals, and being registered with any governing body

required to legally practice.

SMOKING POLICY

Havens Hospices is committed to a policy which actively discourages smoking and adheres to current legislation while allowing for patient choice. Please refer to the Charity’s Smoking Policy.

EQUAL OPPORTUNITIES

Page 5 of 7 VERSION 1.0 JOB DESCRIPTION – Fundraising Officer

Havens Hospices operates an Equality, Diversity and Inclusion Policy and expects staff to have a commitment to these in relation to employment and service delivery. Staff are expected to take personal responsibility for these

principals and requirements.

Havens Hospices promotes diversity through achieving genuine equality of opportunity. The organisation aims to recognise and value differences between individuals, such as age, disability, sex/ gender, race, religion or belief,

marital status or civil partnership, gender reassignment, pregnancy / maternity and sexual orientation. Only by

embracing people with different backgrounds can we fulfil our Vision and Mission.

Havens Hospices is committed to defining each person’s responsibilities in support of this policy, ensuring that our policies and procedures are fair and equitable; raising awareness of the needs of traditionally disadvantaged

groups; and eliminating discrimination, bullying and harassment within the Charity by making unlawful

discrimination a disciplinary offence. This policy applies to recruitment, selection, and vacancy advertising.

SAFEGUARDING STATEMENT

Havens Hospices is committed to safeguarding and promoting the welfare of children and adults and to

protecting them from the risks of harm. The Charity recognises its responsibility to ensure that safe working

conditions and systems are in place for staff working with children, adults, and families in their care. Staff are

required to comply with all Charity policies and guidelines relating to Safeguarding.

CHANGES TO THIS JOB DESCRIPTION

You have the responsibility to discuss any job changes with your Line Manager at the time the change occurs and

agree any permanent substantial change.

SIGNATURE: (Employee) DATE:

SIGNATURE: (Line Manager) DATE:

Page 6 of 7 VERSION 1.0 JOB DESCRIPTION – Fundraising Officer

HAVENS HOSPICES

PERSON SPECIFICATION

Fundraising Officer

[Community & Events]

REQUIREM

ENTS

ESSENTIAL

DESIRABLE

Qualifications

• A-Level standard of education, or

equivalent qualification.

• Evidence of continuous professional

development in a similar role.

• University Degree

• Fundraising qualification

General

Experience • Demonstrable experience of charity

fundraising, or community fundraising,

voluntary or paid.

• Demonstrable experience cultivating and

maintaining donor and volunteer

relationships.

• Experience of acquiring support,

engagement and/or donations

• Working to operational plans, business

plans, and strategies.

• A demonstrable donor-centric approach

and experience of delivering this through

planning.

• Experience of working within event

planning.

• Able to multi-task and manage a busy and

varied workload, working methodically and

paying close attention to detail.

Job Related

Skills • An understanding of confidentiality and data

protection issues

• Excellent written and verbal communication

skills

• Ability to use Microsoft Office (including

Word, Excel, PowerPoint, Outlook, Teams),

databases, other relevant software and

systems, and the internet to an intermediate

level

• Ability to update and maintain records,

databases, and other systems accurately and

efficiently.

Page 7 of 7 VERSION 1.0 JOB DESCRIPTION – Fundraising Officer

Personal Skills • Ability to prioritise and plan own workload to

meet deadlines.

• Ability to be proactive, use initiative, and

resolve problems to ensure service delivery.

• Ability to build and maintain good working

relationships with stakeholders and manage

expectations around what can be delivered

within clear professional boundaries.

• Meticulous in terms of attention to detail,

able to deliver with speed whilst working

within tight timescales and under pressure.

• Ability to manage competing demands whilst

maintaining resilience and a positive outlook

in challenging circumstances to deliver calm,

measured, and professional service.

• Driven by charitable mission

Other

Requirements • Willing to undertake courses appropriate to

personal development within role.

• Willing to commit to industry professional

standards, codes of practice and legislation.

• Empathy with the Charity’s mission, vision,

and values.

• Committed to safeguarding and promoting

the welfare of children, young people, and

adults at risk.

• Committed to equal opportunities and

inclusion.

• Understanding and commitment to

safeguarding principals & requirements.

• Full UK driving licence and access to own

transport.

Page 1 of 7 VERSION 1.1 JOB DESCRIPTION – Partnerships Fundraising Administrator

JOB DESCRIPTION

Fundraising Administrator

DATE: August 2025

AUTHOR: Amy Dearing

Director of Fundraising and Marketing

TOTAL NUMBER OF PAGES: 7

Page 2 of 7 VERSION 1.1 JOB DESCRIPTION – Partnerships Fundraising Administrator

HAVENS HOSPICES

POST TITLE: Fundraising Administrator

ACCOUNTABLE TO: Head of Fundraising and Marketing

RESPONSIBLE TO: Deputy Head of Fundraising and Marketing

LOCATION: Multi-site

Our Vision

‘Making every day count’

Our Mission

“To offer the best possible palliative and supportive care, free from fear and barriers,

where the patient and those important to them are always put first”.

Our Values

Care and Compassion, Commitment, Community, Courage, Integrity

CONTROLS ASSURANCE STATEMENT

The purpose of this job description is to outline the level of responsibility and

accountability of this post. This will ensure that all work undertaken by our staff is

identified and lines of accountability made clear.

Page 3 of 7 VERSION 1.1 JOB DESCRIPTION – Partnerships Fundraising Administrator

MAIN PURPOSE OF JOB - SUMMARY

To oversee and administer the Fundraising Team’s administration – contributing to and supporting fundraising

strategies.

KEY DUTIES AND RESPONSIBILITIES

1. MAIN DUTIES

1. Administration of Fundraising teams’ activities and events, including third-party support. 2. Assist Fundraising teams in building and maintaining relationships with supporters, providing them with

information, updates, communications and thank you comms to encourage ongoing support.

3. Assist Fundraising teams in planning and execution of acquisition and awareness events and activities,

through research, data and insights.

4. Process donations, ensuring accuracy, security and compliance, and managing and tracking invoiced income.

5. Use of fundraising software such as Raisers Edge and other CRM systems

6. Raise purchase orders as requested and monitor through to payment, goods received and capture against

FR expenditure budgets

7. Contact supporters where required, which may involve sensitive and emotional subjects.

8. Acknowledging and thanking donations, supporter enquiries and communications.

9. To oversee and manage projects or programmes with your team, focusing on the supporter experience in

conjunction with the needs of the business. 10. Support thorough and effective planning and evaluation to help inform fundraising activities and strategy.

11. Develop systems of work that improve the quality of data, ways of working and donor experience.

12. Administration of Fundraising activity as required.

13. Maintain appropriate and up-to-date records in compliance with Data Protection, other relevant legislation

and requirements of financial and other systems of audit.

14. Support the wider fundraising team with general administrative duties when requested and adhere to all

relevant fundraising regulations.

15. Support volunteers to be part of the team and develop within their roles.

16. Participate in appropriate internal and external educational programmes to ensure continued professional development and accurate and up-to-date knowledge.

2. GENERAL

17. The post holder must acquire and maintain an up to date working knowledge of all Charity Strategies, Policies & Procedures.

18. The post holder will ensure Health & Safety regulations are adhered to.

19. The post holder will assist in ensuring the economical use and ordering of materials and equipment,

maintaining an awareness of the need for good housekeeping, and helping to ensure expenditure is within

budgetary limits.

20. The post holder will maintain strict confidentiality within the Hospice and ensure that all staff and

volunteers under their management adhere to the Charity’s confidentiality guidelines.

21. The post holder will undertake any other duties which are consistent and relevant to the post.

22. The post holder will liaise with other services to ensure continuity of care, and to improve palliative care for patients in the community.

23. This job description is not an exhaustive list of duties and responsibilities. The post holder will be expected

to undertake other duties temporarily or on a continued basis, as may be reasonably required,

commensurate with the grade associated with this post.

Page 4 of 7 VERSION 1.1 JOB DESCRIPTION – Partnerships Fundraising Administrator

24. You must be sympathetic to and able to project the philosophy and concept of the Charity.

25. You will potentially have access to confidential data on staff and/or patients and/or services within the

Hospice. Failure to maintain confidentiality and comply with the Data Protection Act 2018 and UK GDPR

principles may lead to disciplinary action which could ultimately lead to dismissal.

26. You will be expected to produce work to a high standard and to always promote quality in all areas.

27. The managerial and clinical philosophy of the Charity is based on a multidisciplinary approach. Staff regardless of grade or discipline are required to participate in this concept.

28. You will be expected to keep yourself updated on all matters relating to Charity policies. You are responsible

for familiarising yourself with matters relating to Health & Safety management as they affect you

personally, your department and/or the Charity. 29. You will be expected to participate in regular 121/supervision meetings, and annual appraisals, for yourself

and/or the staff you manage.

30. The post holder will be expected to abide by all legal requirements required for this post, including adhering

to any relevant Codes of Conduct and principals, and being registered with any governing body required to

legally practice.

SMOKING POLICY

Havens Hospices is committed to a policy which actively discourages smoking and adheres to current legislation

while allowing for patient choice. Please refer to the Charity’s Smoking Policy.

EQUAL OPPORTUNITIES

Havens Hospices operates an Equality, Diversity and Inclusion Policy and expects staff to have a commitment to

these in relation to employment and service delivery. Staff are expected to take personal responsibility for these

principals and requirements.

Havens Hospices promotes diversity through achieving genuine equality of opportunity. The organisation aims to

recognise and value differences between individuals, such as age, disability, sex/ gender, race, religion or belief,

marital status or civil partnership, gender reassignment, pregnancy / maternity and sexual orientation. Only by

embracing people with different backgrounds can we fulfil our Vision and Mission.

Havens Hospices is committed to defining each person’s responsibilities in support of this policy, ensuring that our

policies and procedures are fair and equitable; raising awareness of the needs of traditionally disadvantaged

groups; and eliminating discrimination, bullying and harassment within the Charity by making unlawful

discrimination a disciplinary offence. This policy applies to recruitment, selection and vacancy advertising.

SAFEGUARDING STATEMENT

Havens Hospices is committed to safeguarding and promoting the welfare of children and adults and to protecting

them from the risks of harm. The Charity recognises its responsibility to ensure that safe working conditions and

systems are in place for staff working with children, adults, and families in their care. Staff are required to comply

with all Charity policies and guidelines relating to Safeguarding.

Page 5 of 7 VERSION 1.1 JOB DESCRIPTION – Partnerships Fundraising Administrator

CHANGES TO THIS JOB DESCRIPTION

You have the responsibility to discuss any job changes with your Line Manager at the time the change occurs and

agree any permanent substantial change.

DATE COMMENCED IN POST:

SIGNATURE: (New employee) DATE:

SIGNATURE: (Line Manager) DATE:

Page 6 of 7 VERSION 1.1 JOB DESCRIPTION – Partnerships Fundraising Administrator

HAVENS HOSPICES

PERSON SPECIFICATION

Partnerships Fundraising Administrator

REQUIREMENTS ESSENTIAL DESIRABLE

Qualifications

• Candidates are welcome to

demonstrate their ability to match the

person specification by expanding on

how their experience, training and/or qualifications might have provided

them with the knowledge or skills

required for the role

• Professional Qualification in

Administration

General Experience • Experience of providing administrative

support

• Experience of working with Volunteers

• Experience of CRM/Raisers Edge NXT

• Experience of the charity sector

Job Related Skills • Excellent written and verbal

communication skills

• Able to work on own initiative and

autonomously as needed

• Organisational skills

• Excellent Customer Service

• Ability to plan and manage busy and

competing workloads

• An understanding of confidentiality

and data protection issues

• Ability to use Microsoft Office

(including Word, Excel, PowerPoint, Outlook, Teams), databases, other

relevant software and systems, and the

internet to an intermediate level

• Ability to update and maintain records, databases, and other systems

accurately and efficiently

Page 7 of 7 VERSION 1.1 JOB DESCRIPTION – Partnerships Fundraising Administrator

REQUIREMENTS ESSENTIAL DESIRABLE

Personal Skills • Self-motivated

• Positive and enthusiastic

• Flexible and adaptable in approach

• Able to work as part of a team

• Problem solver/Creative thinker

• Strong communicator

• Meticulous in terms of attention to

detail, able to deliver with speed whilst working within tight timescales

and under pressure

• ‘Can do’ attitude

• Empathetic nature

• Ability to prioritise and plan own

workload to meet deadlines

• Ability to be proactive, use initiative,

and resolve problems to ensure service delivery

• Ability to build and maintain good

working relationships with

stakeholders and manage expectations around what can be

delivered within clear professional

boundaries

• Ability to manage competing

demands whilst maintaining resilience and a positive outlook in challenging

circumstances to deliver calm,

measured, and professional service

• Driven by charitable mission

Other Requirements • Understanding of the requirement to

work over and above working hours as needed

• Committed to safeguarding and

promoting the welfare of children,

young people, and adults at risk

• Committed to Health and safety

• Committed to equal opportunities and

inclusion

• Willing to undertake courses appropriate to personal development

within role

• Understanding and commitment to

safeguarding principals/requirements

• Willing to commit to industry

professional standards, codes of

practice and legislation

• Empathy with the Charity’s mission,

vision, and values

• Full UK driving license