Job Title
Charity Data and Income Administrator (PT-30 hrs)
Employer
Royal Berkshire NHS Foundation Trust – Royal Berkshire Hospital, Reading
Job Reference
193-7597657COR
Closing Date
25/11/2025 23:59
Salary
£27,485 – £30,162 pro‑rata per annum (part‑time, 30 hours per week)
Job Overview
The Charity Data and Income Administrator will manage the financial and personal data input, reporting, and maintenance of the Charity database (CRM). The role provides essential support to the Charity team, ensuring accurate, timely data processing and compliance with GDPR and financial governance.
Main Responsibilities
* Process routine donations and income received via online platforms (JustGiving, Enthuse), offline methods (cheques, card payments), and cash collections.
* Accurately code, import, and record financial and personal data into the Charity database.
* Maintain the Charity database (Harlequin) to high standards, performing regular cleaning, de‑duplication, and data governance checks.
* Prepare reports for Gift Aid claims, monthly reconcilation, and financial position analysis.
* Respond to donor, staff, and Trust colleague queries, providing guidance and support.
* Provide database training and support to new colleagues and volunteers.
* Manage enquiries to the charity via post, shared mailboxes, or phone, ensuring GDPR compliance.
* Coordinate with the Fundraising Manager to allocate work to charity office volunteers.
* Assist in documenting and processing reimbursements and internal charity expenses.
Person Specification
Education, Qualifications & Training
* Essential: Detailed understanding of financial procedures at NVQ level 4 or equivalent (reconciliation, coding, audit, Gift Aid, batch reporting, finance systems).
* Essential: Detailed understanding of GDPR regulations for recording, maintaining, and analysing data.
* Desirable: Good level of understanding of fundraising regulations and best practice within the NHS.
Knowledge and Skills
* Essential: Accurate and efficient keyboard skills for data input into the Charity database and spreadsheets.
* Essential: Ability to plan workload to meet weekly, monthly, quarterly, and annual reporting deadlines.
* Desirable: Knowledge of fundraising regulations and best practice, particularly within the NHS.
Benefits
* Flexible working opportunities and strong emphasis on work–life balance.
* Annual leave – 27 days for new starters, increasing to 29 days after 5 years and 33 days after 10 years NHS service; pro‑rata for part‑time staff.
* NHS pension scheme.
* Employee Assistance Programme.
* Money Advice Service.
* Generous maternity, paternity and adoption leave for eligible staff.
* On‑site nursery (Royal Berkshire Hospital).
* Full educational library services.
* Cycle to work scheme, lockable storage for cycles.
* Bus to work scheme.
* Excellent rail and bus links.
* Wide range of health‑service discounts at hundreds of brands.
Additional Information
Applications will be processed through NHS Jobs and transferred to the Trust’s preferred applicant management system. All appointments are subject to the standard NHS employment checks and a six‑month probationary period for most positions. The Trust may close vacancies before the advertised closing date if a suitable candidate is identified early.
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