IMPORTANT: YOU MUST INCLUDE A SUPPORTING STATEMENT (500 words max) WITH YOUR APPLICATION. This should clearly outline how your skills and experience match the responsibilities of the role. CVs without a covering statement will not be considered.
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Job Title:
Fundraising and office administrator
Reports to:
CEO (dotted line to treasurer)
Location:
Office-based, at our office in Nottingham, NG4 2NN
Salary range
£24,608 – £26,631 FTE (pro-rata equivalent £11,972 -£12,955 for 18 hours)
Hours of Work:
Part-time (18 hours over minimum 3 days)
Contract Type:
Permanent
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The benefits:
* Salary of £24,608 – £26,631 per annum (pro-rata for part-time)
* Employers' pension contribution
* Work from our office in Nottingham NG4 (free parking)
* Scope to agree a working pattern to suit your needs across a minimum of three days
* 28 days' annual leave inclusive of bank holidays (pro-rata for part-time)
* Access to Cycle to Work scheme through salary sacrifice
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Overview:
Do you want to use your financial administration skills to make a real difference? Would you love the chance of supporting others whilst getting paid to do work that matters?
Tracheo-Oesophageal Fistula Support (TOFS) is the only UK charity providing support and information to born with oesophageal atresia and/or tracheo-oesophageal fistula (OA/TOF). These rare congenital conditions can have long-lasting consequences, and our mission is to inform and empower those affected to better equip them to live long and healthy lives. We get no statutory funding, and we're very fortunate to have an amazing fundraising community. This year to date, almost 80% of our income was from members' fundraising, which is incredible.
We need a fundraising and office administrator who will help make every supporter feel valued, and have overall responsibility for entering all financial data into QuickBooks. A key part of the role is liaising with fundraisers and administrating and facilitating the fundraising process.
We are looking for an experienced individual, who can work with little supervision, and is able to manage workload to meet reporting deadlines. Reporting to the CEO, the fundraising and office administrator undertakes a range of administration and finance tasks to support office management, financial management and fundraising, and is one of the first points of contact for our supporters and members.
The role is pivotal in ensuring that our administrative and fundraising functions run smoothly, supporting fundraisers, members, trustees and team effectively.
Knowledge of QuickBooks or a similar accounting software system is essential.
Depending on the experience and interest of the successful candidate there may be opportunities to develop other skill sets.
Key areas of responsibility
* Managing and organising detailed information that underpins TOFS financial management
* Liaising with fundraisers and administrating and facilitating the fundraising process
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What you'll be doing:
Financial management:
* Accurate recording of income and expenditure
* Reconciling bank accounts in a timely manner and preparing basic financial reports
* Preparation for accountants for year-end accounts
* Preparing annual Gift Aid claims
* Initiating payments via CAF and other systems
* Managing banking relationships, maintaining efficient access and reporting
* Maintaining banking mandates and ensuring record-keeping remains clear, up to date and efficient
* Contribute to board reporting through accurate financial documentation and analysis
Fundraising/member administrative support
* Dealing with fundraising enquiries, and requests for information via telephone, email and post
* Maintaining communication with fundraisers and organised fundraising documentation
* Thanking donors, and creating personalised correspondence and other communication to support fundraisers
* Assisting with member administration, updating database, preparing reports
* Maintaining stock records for merchandise, office consumables and equipment
* Dealing with daily post runs, sending out shop orders, support materials, fundraising materials and thank you letters
* Supporting with Charity Commission compliance requirements
* Supporting with TOFS events and supporter engagement opportunities
* Undertaking administrative tasks and team support
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What we're looking for:
Essential experience/knowledge:
* Experience and proficiency with QuickBooks, or similar accounting software systems such as Xero or Sage
* A good understanding of basic accounting and bookkeeping
* Hands-on experience with banking relationships, payment processing and invoice management
* Knowledge of CAF banking and payment systems
* Proficient use of MS Office, and comfortable using new fundraising platforms
* Attention to detail and accuracy in data entry and record keeping
* High level of organisation and reliability
* Experience providing administrative support as part of a busy team
* An empathic and enthusiastic communicator with a positive attitude
* Fundraising mindset with skills to recognise and encourage fundraisers
* The ability to work independently and as part of a geographically dispersed team
* Practical problem-solving approach to operational challenges
* Someone who is trustworthy and able to work on own initiative
And even better if you have the following experience/knowledge:
* Experience with charity/nonprofit financial management
* Basic understanding of UK Charity Commission requirements
* Empathy and understanding for those affected by rare disease, and better still, OA/TOF
* Experience of working with volunteers
* Ability to look for continuous improvement opportunities
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The team
The successful applicant will be part of a small and friendly team, reporting to the CEO, and will work alongside a team of committed and passionate volunteers. The challenges of everyday life, navigating the health and social care system and the sheer isolation of having a condition affecting the ability to swallow motivates all of us in the team to do our best. If you are looking for an inclusive, family-friendly organisation which offers flexibility and a supportive culture with the opportunity to develop your skills and progress we would love to hear from you.
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How to apply:
You must be based, and hold the right to work, in the UK to apply for this position. This is an office-based role, based in our office at NG4 2NN.
Please send your CV and supporting statement to The supporting statement (500 words max) should clearly outline how your skills and experience match the responsibilities of the role. CVs without this covering statement will not be considered.
If you have a health condition that prevents you from following the steps above, please email us regarding alternative ways to apply.
Application deadline and shortlisting:
Deadline for applications: Monday 13 October, at midnight.
We advise candidates to apply early as we reserve the right to close applications ahead of this date, or extend, if we don't find the perfect fit.
We do not wish to receive contact from agencies or media sales.
Applicants will be shortlisted for telephone interview initially and subsequent shortlisted candidates will be invited to take part in a competency-based task interview on Teams or Zoom.
If you would like to discuss the role further, please email chief executive, Diane Stephens, to arrange a telephone conversation.
Applicants must be fully fluent in both written and spoken English. TOFS is a non-smoking organisation. We are an equal opportunities employer.
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Job Type: Part-time
Pay: £11,972.00-£12,955.00 per year
Expected hours: 18 per week
Benefits:
* Company pension
* Cycle to work scheme
* Free parking
* On-site parking
Ability to commute/relocate:
* Nottingham NG4 2NN: reliably commute or plan to relocate before starting work (required)
Application question(s):
* Have you included a supporting statement (500 words max) with your application?
Experience:
* using QuickBooks, or similar accounting software: 1 year (required)
* good understanding of basic accounting and bookkeeping: 1 year (required)
Work authorisation:
* United Kingdom (required)
Work Location: In person