Data and Gifts Administrator
Development and Alumni Relations
Grade 4: - £20,600 - £22,254 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date : 29-Aug-2022, 6:59:00 AM
When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.
The Department and role purpose
The Development and Alumni Relations Office (DARO) is responsible for coordinating philanthropy, alumni and supporter engagement, and advancement communications on behalf of the University. DARO works with colleges, academic departments, research centres and institutes, wider student experience partners, and professional departments to engage over 200,000 alumni and supporters around the world.
Underpinning this global operation, the Advancement Services team are ultimately responsible for: maintaining the University’s central stakeholder database (Raiser’s Edge NXT); updating and maintaining all alumni and supporter data; completing all gift processing, reporting, and stewardship; overseeing the daily operation of governance, legal, fiscal, and other regulatory aspects of advancement; completing prospect and partnership research and analysis – including due diligence; and development / maintenance of all systems related to delivering the above.
The Data and Gifts Administrator will be predominately employed with data entry into Raiser’s Edge (RE), including gift processing, address updates and the efficient and timely storage of donation forms. They will also process helpdesk requests, generate and distribute periodic reports from RE, and also provide administrative support to the Advancement Services Team as and when required.
The post holder will work alongside other members of Advancement Services, provide support to the other alumni and development functions within DARO and throughout the university, interrogating the database, generating queries and producing exports as required from time to time.
The post-holder will play an important role within the delivery of the Durham Inspired campaign. The University is currently within the first phase of this major philanthropic initiative that seeks to support the next generation of inspiration and leadership at Durham.
Data and Gifts Administrator
A crucial data admin role at a global top 100 university.
A globally outstanding centre of teaching and research, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other.
We’re looking for an outstanding admin professional to become our Data and Gifts Administrator and join our Advancement Services Team, providing support to University’s alumni and development functions.
You will bring relevant experience of administrative functions in in a busy office environment along with front line with service delivery and the capability to work under pressure and meet tight deadlines without compromising on quality. You will also need to demonstrate the ability to provide advice and guidance to a range of customers and colleagues.
The Data and Gifts Administrator will play an important role within the delivery of the Durham Inspired campaign. The University is currently within the first phase of this major philanthropic initiative that seeks to support the next generation of inspiration and leadership at Durham. We find it easy to be proud of the extraordinary people we have at Durham. We provide the inspiration, they achieve the extraordinary. We invite you to join us.
- Provide a responsive and proactive support service for stakeholders, in particular with respect to academic staff, University and Departmental colleagues and external partners and, as required to student body.
- Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline stakeholder experience.
- Provide a prompt response to service users answering and recording standard queries and bookings for activities and/or events, referring to other staff and departments as appropriate.
- Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service particularly with respect to members of staff (academic and non-academic) and visitors from pre-contract/arrival, through induction and onwards.
- Solve day-to-day routine problems and source background information within the role.
- Record data and information accurately and provide reports as required to team members and more experienced staff, to include confidential material relating to personnel, research contracts etc.
- Deal with information requests finding solutions or escalating queries where necessary.
- Flexible in approach to accommodate the needs of team members and/or service users.
- Assist team members to organise, plan and prepare for events, meetings and activities such as staff induction, research meetings, external stakeholder meetings, seminar series etc.
- Liaise with internal and external colleagues and organisations to pass on information.
- Apply professional and regulatory procedures and processes and use of systems.
- Liaise and collaborate with staff in other areas of the organisation to ensure a seamless, smooth and efficient service.
- Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
- Work with team members to ensure the smooth running of administrative processes to support staff, students, visitors and business activities.
- Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets.
- Compile, record, store and archive data and information to ensure the accuracy and safety of information, particularly with respect to personnel, health and safety, contractual/service documentation.
- Liaise with members of academic staff and representatives from other service areas, and external professional organisations and agencies where necessary.
- Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking.
- Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats.
- Process and update key business documentation, particularly with regard to HR policies, Health and Safety, business assurance etc.
- Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events.
- Ensure the accurate and timely processing of philanthropic donations into the Raisers Edge.
- Any other reasonable duties.
Specific role requirements
The post-holder will be required to work some evenings and weekends; occasional travel (domestic and international) may also be required as per ongoing business needs.
At Durham we recognise that our staff and students are our greatest asset and we want to support the health and wellbeing of all. Hybrid working supports this ethos and provides many benefits to our colleagues, including empowering people, where their role allows, to work in a manner which is more suitable for them, whilst encouraging our commitment to environmental sustainability.
Depending on the needs of the business and the job role, Durham University is piloting hybrid working for all Professional Services colleagues in the academic year 2021/2022, which may include the opportunity to work both on and off campus and to flex working hours. If appointed to the post, your line-manager will discuss the specific arrangements with you. Any hybrid arrangements are non-contractual and may change within the pilot and when the pilot ends.
Reward and Benefits
To support the delivery of the University's People Strategy to attract, retain and reward the very best, we offer a fantastic range of rewards and benefits to our staff, including:
- 27 days annual leave, plus 4 customary days and 8 bank holidays (pro-rata for part time) and the option to purchase additional leave;
- Automatic enrolment into a pension scheme;
- Corporate and local discounts;
- resources and discounted health benefits;
- Health discounts on sports and activities at Maiden Castle Health and Activity Centre;
- Reward and Recognition Schemes; Personal and career development;
- And SO much more, with further information available here
Recruiting to this post
In order to be considered for interview, candidates must evidence each of the essential criteria required for the role in the person specification. In some cases, the recruiting panel may also consider the desirable criteria, so we recommend you evidence all criteria in your application.
Please note that some criteria will only be considered at interview stage.
How to apply
We prefer to receive applications online.
Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement https://www.dur.ac.uk/ig/dp/privacy/pnjobapplicants/ which provides information on the collation, storing and use of data.
Information if you have a disability
The University welcomes applications from disabled people. We are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, adjustments will be made to support people within their role.
If you are unable to complete your application via our recruitment system, please get in touch with us on firstname.lastname@example.org.
What you are required to submit
- A CV
- A covering letter which details your experience, strengths and potential in the requirements set out in the essential and desirable criteria.
Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.
For further information please contact; Stuart Thompson – Deputy Director, Advancement Services (DARO) email@example.com
Contact information for technical difficulties when submitting your application
If you encounter technical difficulties when using the online application form, we prefer you send enquiries by email. Please send your name along with a brief description of the problem you’re experiencing to firstname.lastname@example.org
We will notify you on the status of your application at various points throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails.
At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and believe our staff should reflect the diversity of the global community in which we work. We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.
As a University we foster a collegiate community of extraordinary people aligned to the University’s values. Equality, Diversity, and Inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do. At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive, and in doing so, recruit the world’s best candidates from all backgrounds and identities. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.
Person specification - skills, knowledge, qualifications and experience required
- Excellent oral and written communication skills
- Proven IT skills, including use of Microsoft Office.
- Post-16 qualification or equivalent experience.
- Relevant administrative experience in a busy office environment.
- Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
- Experience of working on the front line with service delivery, and the ability to work under pressure and meet tight deadlines without compromising on quality.
- Experience of working in a team.
- Ability to solve problems as part of a team and resolve straightforward issues.
- Accuracy, numeracy and attention to detail.
- Experience of working within a busy finance department
- Experienced in the use of Raiser’s Edge or similar fundraising package.
OUR CHARACTERISTICS: We are a globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, in a unique and historic setting.
OUR VALUES: We are inspiring, challenging, innovative, responsible and enabling.
Durham University is one of the world's top universities with strengths across the Arts and Humanities, Business, Sciences and Social Sciences. We are home to some of the most talented scholars and researchers from around the world who are tackling global issues and making a difference to people's lives.
The University sits in a beautiful historic city where it shares ownership of a UNESCO World Heritage Site with Durham Cathedral, the greatest Romanesque building in Western Europe. A collegiate University, Durham recruits outstanding students from across the world and offers an unmatched wider student experience.
Durham University seeks to promote and maintain an inclusive and supportive environment for work and study that assists all members of our University community to reach their full potential. Diversity brings strength and we welcome applications from across the international, national and regional communities that we work with and serve.
It is expected that all staff within the University:
- Contribute to our learning culture by engaging in mentoring, training and coaching.
- Positively contribute to fostering a collegial environment; as well as demonstrating commitment to equality, diversity and inclusion.
- Have due regard to Health and Safety requirements appropriate to grade and role.
Family key attributes
Roles in this family provide a comprehensive service and deliver the efficient administration and governance of the University.
Overall family purpose
- Deliver direct and indirect services to stakeholders.
- Provide advice and answer queries as part of an enquiry-desk/help-desk function.
- Respond to and manage requests for information and resources.
- Deliver services to meet regulatory requirements and procedures.
- Plan and deliver a joined-up approach to University business and people services.
- Align business processes and services to meet operational and strategic policy objectives.
- Deliver business processes to ensure effective management, governance and the economic viability of the University.
- Encourage, collaborate and participate in the development of productive cross-institution relationships and working.
- Provide excellent professional services that meet strategic and operational goals and business needs.
- Carry out monitoring, analysis, development and planning to design new services and service updates for continuous improvement whilst meeting changes in regulations.
- Engage with specialist professionals, consultants, and suppliers to exchange knowledge and facilitate partnership working.
- Work collaboratively and network across the University with staff in other families to ensure a smooth, timely and high-quality delivery of service.
- Align and deliver programmes and activities to meet operational and strategic objectives to enhance the stakeholder experience.
- Engage and encourage participation with external professionals, schools, alumni and donors.
Link to key strategic plan
- An economically sustainable approach to delivering Professional Services across the University;
- A joined-up approach to University professional services, regardless of location or line management;
- A culture and practice of continuous improvement;
- Design services that meet business need;
- A stakeholder-focused orientation, offering satisfying careers to all staff;
- Support and facilitate programmes that offer intellectual challenge, cohesiveness and a strong sense of progression;
- Ensure that an increasingly diverse workforce is treated equally, fairly and with respect, and that all staff are demonstrably valued and actively engaged.
DBS Requirement: Not Applicable.