Purpose of Role
This role sits within the University’s Advancement Team and reports to the Development & Alumni Relations Services Manager. Its primary function is to provide dedicated support to Heriot-Watt University’s Advancement function, encompassing Fundraising, Alumni Engagement, the Shaping Futures campaign, and the management of previously gifted philanthropic funds.
The Gift & Finance Assistant plays a central role in supporting the operations that underpin the success of fundraising, alumni engagement, and donor stewardship. Working closely with the Development & Alumni Relations Services Manager, the postholder will manage a wide range of activities including donation processing, data recording, receipting, invoicing, pledge management, reporting, and forecasting using the Raiser’s Edge (RE) database.
This role is fundamental to maintaining a high-performing Advancement function by ensuring robust accounting, accurate gift processing, efficient stewardship of funds, and assistance with critical management reporting and income forecasting.
The ideal candidate is a detail-oriented, analytical, and highly organised individual with strong administration capabilities. They demonstrate exceptional accuracy in handling data, are reliable under pressure, and can manage competing priorities effectively, particularly within a donor stewardship or fundraising context.
They communicate clearly and professionally, collaborate well with colleagues across departments, and engage confidently with internal and external stakeholders. Adaptable and technology-focused, they are committed to maintaining financial integrity and ensuring donor intent is upheld. Experience in higher education or the non-profit sector is highly advantageous.
Key Duties and Responsibilities
Advancement Office
Ensure all gifts are accurately recorded and receipted in a timely manner, in accordance with policies, HMRC requirements, GDPR, and CASE reporting standards. Process donations and biographical/prospect data in compliance with policy. Record philanthropic income on Raiser’s Edge and escalate complex cases to the Development & Alumni Relations Services Manager and Assistant Principal, Advancement. Administer donor pledge reminders and invoicing processes, ensuring accuracy and timely communication. Prepare Gift Aid claims in collaboration with Finance to ensure compliance and timely submissions. Communicate donor wishes and expenditure restrictions effectively to destination units, in consultation with Finance. Provide administrative support for transactions and engagements involving overseas charities. Financial Reconciliation and Fund Management
Prepare reconciliation of philanthropic income between Raiser’s Edge and Oracle Fusion, ensuring timely, accurate, and transparent reporting. Assist with donation and bequest holding accounts, ensuring correct and prompt distribution to destination units and establishment of new endowment funds where appropriate. Reporting and Stewardship
Support the preparation of annual endowment financial reports for donors, where required Assist with internal philanthropic reports, ensuring accuracy, transparency, and timeliness. Campaign Counting and Data Coordination
Handle collection, validation, and counting of all datasets contributing to the Shaping Futures campaign, including competitive research funding, corporate sponsorship, philanthropy, and government funding across all campuses. Assist with the preparation of campaign counting reports as directed by the Development & Alumni Relations Services Manager. Clerk the Campaign Counting and Reporting Working Group, preparing agendas, minutes, and follow-up actions. General Responsibilities
Maintain up-to-date knowledge of legislative and sector developments relevant to fundraising, financial governance, and data management.
Support the delivery of the highest standards of donor stewardship across the Advancement function.
Undertake additional financial or administrative tasks as required in support of Advancement and Finance objectives.
Person Specification
These are the criteria on which the short-listing and recruitment selection will be made.
Essential
Excellent written and verbal communication skills. Ability to produce clear and professional correspondence, summaries, and financial reports. Strong time management with the ability to prioritise multiple tasks and consistently meet deadlines. Experience supporting reporting cycles and stewardship-related timelines. Knowledge of working with Microsoft. Ability to learn and adapt to digital tools and databases. Desirable
Experience improving or streamlining financial and administrative processes. Confidence liaising with senior stakeholders, donors, and external partners diplomatically and professionally. Experience supporting cross-functional projects or fundraising campaigns. Experience with Raiser’s Edge or similar fundraising CRM systems. Experience with Oracle Fusion or similar ERP platforms. Experience as a Gift/Finance assistant or similar role within a university or non-profit environment. Familiarity with the operations of advancement, development or alumni relations offices. Knowledge of fundraising principles, donor lifecycle management, and stewardship best practice. Hands-on experience in donation processing, pledge management, and donor record maintenance. Experience supporting international fundraising entities or managing cross-border transactions.
