Salary: £14,510 (£24,183.69 FTE)
Hours: Part-time (flexible hours)
Contract Type: Permanent
Please note: Interviews will be conducted on a rolling basis, as and when suitable applications are received, so you may be invited to interview before the closing date.
Buglife is the only charity in Europe devoted to the conservation of all invertebrates. We’re actively working to save Britain’s rarest little animals, everything from bees to beetles, worms to woodlice and jumping spiders to jellyfish. We have offices in England, Scotland, Wales and Northern Ireland and are actively looking for a Supporter Relations Administrator to join our team; working from our Peterborough Office.
The Supporter Relations Administrator will support the Administration Services Manager and help to ensure the smooth operation of Buglife financial systems. Co-ordinating and regulating the use and development of the database and administrative processes including supporter services. This will include processing donations, updating supporter details and maintaining supporter records and ensuring that information held is accurate, appropriate and up to date.
The role will involve:
- Database management – The database is the central repository for recording the charity’s business data. The Supporter Relations Administrator will be responsible for cleaning and monitoring the quality of data entered, maintaining relations with staff who use the database including motivating and training staff, giving guidance and support, responding to queries, managing the development of new functions and providing recommendations on improvements to the user experience and functionality with the database provider, Salesforce.
- Financial Functions – Working with the Administration Services Manager to take the lead role in processing and recording the income receivable in an accurate and timely manner.
- Administration Functions – Taking lead responsibility and accountability for being the first point of contact for Buglife’s customers.
- GDPR – Working with the Administration Services Manager to take the lead of overseeing an organization’s data protection strategy and implementation.
Some of the aspects you’ll be responsible for:
- Recording all supporter data accurately on Salesforce database
- Producing member welcome packs and thank you letters/emails
- Processing membership renewals and producing renewal packs
- Sending renewal reminders and lapsing members
- Running supporter and contact reports in collaboration with other colleagues
- Prompt and accurate filing of all paperwork relating to supporters
- Processing all income received, logging this on Salesforce database
- Ensuring regular banking of all cheques and cash received
- Administering donations and subscriptions via Direct Debit (DD) in collaboration with external DD service providers
- Answering the switchboard phone, dealing with queries, taking messages and distributing calls
- Welcoming office visitors such as contractors and those attending meetings
- Checking the main Buglife email in-box and processing or forwarding messages
- Monitoring the organisation’s compliance with the GDPR and internal data protection policies and procedures
- Providing advice on DPIAs (data protection impact assessments) and monitoring their performance; and
- Acting as a contact point for data subjects and the relevant supervisory authority – the ICO (Information Commissioner’s Office) in the UK
- Experience working in administration database (preferably Salesforce) work or other discipline relevant to the Supporter Relations Administrator role
- Good understanding of how to build, implement and manage data protection programmes
- Experience of working in a general administrative function
- Evidence of a high level of computer literacy, including use of standard software packages (Word, Excel, PowerPoint, Outlook).
- Evidence of the use of information systems and databases
- Excellent organisational and work planning skills, demonstrating an ability to manage competing workloads
- Self-motivated, possessing a strong work ethic – able to work on own initiative and able to identify the need for change and implement solutions
- A high level of ability in organisation, office management and administration including a demonstrable approach to work planning and problem solving
- Dependable and reliable, able to keep calm and productive under pressure
- Able to proactively seek support and guidance when it is required
- Able to maintain confidentiality and deal with sensitive information
- Confident, polite and friendly telephone manner
- Good organisation skills able to manage own workload, plan and meet deadlines
- Good communication skills including a sound standard of written and spoken English