JOB DESCRIPTION AND PERSON SPECIFICATION

Transcription

1 JOB DESCRIPTION AND PERSON SPECIFICATION Job Title: Fundraising Administrator Department: Fundraising Reporting to: Head of Fundraising INTRODUCTION At Birmingham Hippodrome, we want to stage enriching, entertaining and unforgettable performances for everyone. As one of the most popular theatre complexes in the UK, our increasingly varied programme - whether in our beautiful 1899 auditorium or smaller Patrick Centre studio complements our wider work in learning and participation. Our community and festival activity engages many new and diverse audiences, ensuring we play a key role in the world-class cultural scene across the region. We aim to be renowned for the quality of cultural work we create and present. With around 400 live performances, we present nothing but the best in touring musical theatre, ballet and opera, international dance, pantomime, outdoor work, as well as drama and comedy. Average annual paid attendance of over 500,000 underlines our claim to be the busiest single theatre in the UK. Our flexible 200-seat Patrick Centre welcomes a range of smaller-scale productions and is an important base for dance and movement, and for the development of new artistic work. We have a strong reputation for providing visitors with a world class experience and we constantly employ our creative flair to contribute to every step of that experience - whether attending a show, participating in a creative workshop or enjoying a corporate event within our space. We work hard front of house and behind the scenes to deliver an amazing and memorable visitor experience. Collaboration is key as we improve our spaces and expand our programme and partnerships to become a creative destination at the heart of the city. With our resident partners Birmingham Royal Ballet and DanceXchange, and through other long-standing partnerships with The Lowry, Sadler s Wells and the Dance Consortium we are a natural dance hub. Welsh National Opera bring us most of their large-scale productions, and we are part of many other successful networks such as Music & Lyrics. Our expanding learning and community activity includes transformative education programmes, access schemes, a heritage project, and public events. These performances, frequently outdoor and mostly free, are often delivered with a range of like-minded promotional, artistic and funding partners in a festival setting. We operate all our own in-house catering and promote an extensive and profitable events business hosting a range of conferences and meetings, and a popular restaurant through our trading subsidiary, Birmingham Hippodrome Limited. 1

2 Birmingham Hippodrome works to a triple bottom line - economic, social and artistic - to ensure it has a sustainable, independent future. As a registered charity we have a small fundraising team led by a voluntary Development Board attracting many individual and corporate supporters, grantmaking trusts and thriving membership schemes. The volunteer Board of Trustees of Birmingham Hippodrome Theatre Trust Ltd (charity number ) has excellent contacts in business, media, education and regional government. Our strategic plan includes bold, visionary objectives to create opportunities for 500,000 off-stage engagements every year in addition to our half million theatre visitors. We want to increase new and different audiences through a range of artistic and social engagements and we intend to maximise our contribution and impact through our building and our neighbourhood. With strong finances, a modern building with state of the art facilities, a packed programme of traditional favourites and exciting new work, plus a loyal and growing audience, we have big ambitions. We can only achieve those projects and reach those ambitions by having the right people on board come and play your part. JOB SUMMARY The Fundraising Administrator plays a key role in supporting the Fundraising team to effectively deliver the aims of the Fundraising Strategy and the theatre s broader strategic plan. This is an exciting and varied administrator role that also supports our Development Board Members. The postholder reports to the Head of Fundraising, working closely with two Fundraising Executives (the Fundraising Executive for Individual Giving, and the Fundraising Executive for Trusts & Grants). The role is expected to work closely with colleagues in other departments across the organisation as and when required. The team s Senior Management lead is the Director of Marketing & Development. MAIN DUTIES Fundraising & Event Administration Providing administration support for all team members. Deal with ticket, restaurant and special requests from our Patrons, Major Donors, VIPs and Board Members. Supporting the Fundraising Executive for Individual Giving to coordinate the renewals process for individual schemes in a timely and efficient manner. Responsible for donation/gift entry and acknowledgment, ensuring we are processing and thanking gifts/donors in a timely manner. Coordinate and deliver the Fundraising team mailings for individual Patrons, Trusts and contacts, to include season brochure mailing. Book and liaise with designers and print partners, coordinating deadlines. Undertake basic research tasks to support both Fundraising Executives i.e. donor cultivation research, trusts and foundations research. Ensuring the Tessitura Database is up to date, assisting with the updating of plans, basic reporting and ensuring records are clean and GDPR compliant. Keeping abreast of industry updates including those around Fundraising Compliance. Supporting fundraising events including organising room bookings/hospitality for meetings, receptions, dinners, Gala evenings and fundraising events. Administrate guest lists, creating and distributing invitations, processing RSVPs. Attend fundraising events as and when required. 2

3 General Administration Provide general administrative support, including acting as the first point of call for all incoming phone calls and enquiries. E-filing/archiving, taking/conveying messages, arranging meetings, taking/circulating minutes, collating and processing reports etc. Updating and coordinating diaries, event calendars and team meetings. Work closely with colleagues in Creative Programmes, Information and Sales, Marketing & Communications, Business Development, Catering & Events, and Technical teams to ensure smooth delivery of cross-departmental activities and key communication. Assist in the production of other communications materials (e.g. programmes, direct mail, eflyers, Stages magazine etc.) or in implementation of any digital initiatives. Maintain selected website pages with relevant fundraising information, image galleries, thanks/credits. Liaise with Marketing and Visitor Services teams to ensure that all fundraising printed materials are displayed in private hospitality suites, Qdos Partners Lounge etc. Perform any other reasonable duties as assigned by the Head of Fundraising Development Board Attend and minute Development Board meetings. Assist with Development Board events including planning, invitations, presentation support and follow-up. Work closely with Board members on progressing fundraising initiatives. Liaise with the Executive Assistant to the CEO in relation to both Birmingham Hippodrome Theatre Trust and the Development Board (e.g. scheduling, joint initiatives, reporting). Perform any other reasonable duties as assigned by the Head of Fundraising as and when required 3

4 PERSON SPECIFICATION We re committed to three core ideals here at Birmingham Hippodrome and we try to address all our activity with these aims: everyone s welcome, nothing but the best, and do it with flair. Everyone who works here, no matter what their function in the team, is expected to deliver their job and work with colleagues bearing these attitudes in mind. This person specification lists some of the key attributes we re looking for in the best candidates for this role. Requirements CORE: The successful candidate will meet the majority of these requirements. DESIRABLE: the successful candidate should meet some of these requirements. Education Training and Qualifications High level of education is essential including a qualification in Maths and English. Interest in fundraising and charity operations. Degree level or equivalent. Skills, knowledge and abilities Outstanding office-based administrative skills; proficient time management. Good proof-reading and writing skills, basic print production with eye for detail. Excellent data manipulation skills (e.g. building, de-duplicating, cleaning and merging guest lists). Good IT literacy, including MS Office and databases. We use Tessitura and Artifax. Good organisational and interpersonal skills. Real team player who has proven skills in working in a fast-paced administration environment. Confident communicator across all channels. Interest in understanding the bigger picture and contributing to the fundraising strategy. Experience Demonstrable experience in a similar role. Experience of working for an arts/cultural organisation or a charity. Personal attributes Organised, excellent attention to detail and the ability to prioritise. Friendly and flexible, with a strong work ethic. Ability to deal with multiple projects at any one time. Quick learner. Interest in charity fundraising and communications. Smartly presented, friendly and approachable. Calm, self-motivated team-player with a positive outlook, able to work on own initiative, with the ability to communicate clearly and persuasively. Able and willing to work unsociable hours (Birmingham Hippodrome operates a time off in lieu scheme). Champions diversity in all its forms. Interest in and knowledge of the arts in general and performing arts in particular. Interested in selfdevelopment, an interest in training and personal development. 4

5 DATE ROLE CREATED October 2017 DATE ROLE AMENDED/REVIEWED Birmingham Hippodrome Theatre Trust Limited Hurst Street, Southside, Birmingham, B5 4TB birminghamhippodrome.com Registered Charity No