The role:
This is a fantastic opportunity to contribute to a cause that makes a meaningful impact on people’s lives. You’ll join a supportive, passionate team where your contributions will be valued and where you’ll be encouraged to grow professionally. Whether you’re building a career in fundraising or administration, this role offers both challenge and reward in equal measure.
As Charity Administrator, you will play a vital role in the smooth day-to-day operation of the organisation, providing a high standard of administrative support across fundraising, supporter care, and general charity functions, including events. You will be the first point of contact for many of our clients’ supporters and visitors, and your warm, organised, and professional approach will ensure they receive an outstanding experience.
This is a varied, hands-on role that offers the opportunity to gain experience across a wide range of fundraising areas, from integrated fundraising campaigns to legacies and lottery. You will join a supportive and passionate team, where you’ll be encouraged to learn, grow, and make a real difference.
Key Responsibilities
Supporter Care & Front Office
1. Act as the first point of contact by phone, email, and in person, providing a warm and professional welcome.
2. Manage the charity’s central email inbox, triaging and responding to enquiries promptly.
3. Greet visitors and guests, ensuring they are made to feel welcome and informed.
4. Maintain excellent supporter relationships by delivering friendly, timely, and accurate communication.
Fundraising & Donation Administration
5. Process donations and manage the accurate entry of donor data into the CRM system.
6. Ensure timely preparation and fulfilment of thank-you letters and donor acknowledgements.
7. Coordinate day-to-day maintenance of supporter database, including importing data from platforms such as JustGiving and Mailchimp.
8. Maintain up-to-date Gift Aid declarations and liaise with the finance team to support claims.
9. Support direct marketing and appeal fulfilment, including handling responses and updating supporter journeys.
10. Assist with planning and coordinating appeals and campaigns, including segmenting data and tracking performance.
11. Support administration of the charity lottery, including managing player queries, processing cancellations or amendments, and calling weekly winners.
12. Act as point of contact for external lottery canvassers and support their onboarding and ongoing engagement.
General Administrative Support
13. Provide administrative support to the charity team, including minute-taking, scheduling, filing, and managing office supplies.
14. Assist with event coordination and logistics for charity events (occasional evening/weekend work may be required).
15. Produce internal reports and dashboards to track fundraising activity and KPIs.
16. Act as an ambassador for Sheffield Hospitals Charity, upholding our values and representing the organisation positively at all times.
Compliance & Organisational Responsibilities
17. Ensure data handling complies with GDPR, Gambling Commission requirements, and the Fundraising Regulator’s Code of Practice.
18. Follow charity policies and procedures at all times.
19. Represent the charity professionally and positively at all times.
The successful candidate:
Essential:
20. Excellent written and verbal communication skills.
21. Strong administrative and organisational abilities, with attention to detail.
22. Friendly, professional, and confident manner.
23. Experience of handling sensitive or confidential data.
24. Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning new systems.
25. Ability to manage multiple priorities, work independently, and meet deadlines.
Desirable:
26. Previous experience in a charity or non-profit environment.
27. Familiarity with CRM/donor management systems (we use Beacon CRM).
28. Understanding of fundraising practices, Gift Aid, and GDPR compliance.
29. Experience supporting donor communications or events.