APPROVED: MARCH 2019



Position title: Fundraising AssistantReports to: Fundraising & Communications ManagerDirect reports: NilEFT: 0.4 (2 days per week) ABOUT USSt. Mary’s House of Welcome is a purpose driven and faith-based organisation. Inspired by the spirit of the Daughters of Charity, St Mary’s House of Welcome seeks to further social justice by standing with disadvantaged people offering support, solutions and hope. We have over 50 years’ experience providing a range of services to people experiencing marginalisation, disadvantage, social isolation and homelessness. St Mary’s House of Welcome operates as a Day Centre for homeless and marginalised people, providing meals, hygiene facilities, recreation activities, outings, information and referral, emergency relief, social work services, drug and alcohol counselling, psychosocial rehabilitation service, NDIS transition and programs for clients with mental health issues. The Centre operates six days a week, Monday to Saturday.With a non-judgmental ‘open door’ service approach to its community, St Mary’s House of Welcome is a place where everyone is welcomed, opportunities for social connection are created, and practical support, activities/structured programs and information and referral to external agencies are provided. We work collaboratively toward ensuring our activities support the key outcomes and strategies outlined in the Homelessness Action Plan.St Mary’s House of Welcome is a response from the community for the community.OUR VALUESRespectRelationshipsWelcomeHopefulnessResponsivenessWe live these values through:Working together with honesty and integrity A respectful, non-judgmental and inclusive approach to each other, our clients and stakeholdersHonoring commitments to each other, to our clients, supporters, volunteers and stakeholdersWorking in an open and collaborative culture, in which everyone is a hands-on contributor and feels comfortable sharing ideas and opinionsWorking as a team and supporting each otherSupporting a safe, flexible and responsive environment for staff and clientsPOSITION PURPOSE:Reporting to the Fundraising and Communications Manager, and working closely with other members of the Fundraising & Communications team (including volunteers), the Fundraising Assistant will undertake administrative duties for the organisation’s fundraising activities, nurture relationships with individual donors, community groups and key supporters as well as contributing to fundraising events and donor acquisition initiatives.KEY RELATIONSHIPS:Chief Executive Officer Members of the Executive Leadership TeamSt Mary’s House of Welcome’s donors, supporters, staff, clients and volunteersBoard Fundraising Committee Corporate supporters, partners and sponsorsRepresentatives of Philanthropic trusts and foundations and other government and non-government funding bodiesCommunity groups and local businessesExternal service providers and contractorsOther NGO’s and not for profit organisations across the homelessness, mental health and drug and alcohol services landscapeKEY RESPONSIBILITIES AND TASKS:Donor RelationsProviding exemplary support and servicing to St Mary’s House of Welcome donors including telephone donations and queries regarding fundraising activitiesUndertake donor communications and engagement as requiredAssist with all donor-related activities/events as requestedPersonalise written communication to supporters, bringing best practice recommendations to enhance donor engagementEvent and community fundraising support as directed by the Fundraising & Communications ManagerDatabase/Donation ProcessingTimely and accurate donor data recording using CRM (Donman)Ensuring the accurate and efficient processing of donations, including sorting, coding, banking and receipting. Preparation of thank you letters and certificates of appreciation as per industry best practice (within 48 hours of receipt of gift) Produce selection files and reports for appeals, newsletters, eDM and other fundraising campaigns and analysis purposesBe responsible for CRM data integrity including returned mail, address updates, merge and inactivation processes, tracking relationships as well as providing support with donor events Providing administrative assistance with the regular giving program, appeals and other DM campaigns, including eDM Assisting in the reconciliation of donation income in St Mary’s House of Welcome accountsGifts in Kind/Material Aid Working with the Operations & Services Manager facilitate the procurement and receipt of gifts in kind/material aid donations as needed by St Mary’s House of WelcomeIn consultation with Fundraising and Communications Manager, engaging with donors to build mutually beneficial ongoing relationship Thanking donors by way of letter and/or certificate of appreciation Maintaining current donated material wish list in consultation with service delivery staffMonitoring and maintaining stock levels of frequently needed donated material Coordination of sorting, storage and disposal (if required) of gifts in kind contributionsPersonal Accountability Ensure appropriate use of resourcesWork collaboratively with St Mary’s House of Welcome supporters, employees, volunteers and external stakeholders in accordance with St Mary’s House of Welcome values and professional standards of behaviour Actively participate in initiatives to maintain, build upon and promote a positive and collaborative workplace Identify opportunities to integrate and work collaboratively across teamsTake reasonable care for your own health and safety, and health and safety of others (to the extent required) Promote a positive safety culture by contributing to health and safety consultation and communication Regular and productive attendance at all relevant meetings and training sessions as requiredUnreserved compliance with all organisational policies, procedures and protocols including but not limited to: Fundraising Policy, Privacy Policy, Code of Conduct and the Authorisations Policy Unreserved compliance with all relevant Federal and State fundraising legislationAdhere to strict standards of confidentiality with regards to all internal information relating to the organisation, its staff, clients and business dealingsKEY SELECTION CRITERIAEssentialDemonstrated administrative experience ideally in fundraising in the not for profit sectorExperience in donor relations and database management preferredSubstantial experience working in an administrative role and capability in developing and improving administrative systemsHigh level ICT skills including the Microsoft Office Suite and experience working with a CRM system (Donman) Proven organisational, time management and planning skillsExcellent communication skills: verbal and writtenProven ability to work under tight timelines with a multitude of tasksCurrent Victorian Driver’s License DesirableKnowledge of the Not-for-Profit sector, homeless sector and mental health servicesPERSONAL ATTRIBUTES:Values alignment: Ability to demonstrate and authentically promote St Mary’s House of Welcome mission and values - demonstrating a high standard of integrity and ensuring behaviours are consistent with the organisations vision, mission, values and practice frameworkOrganised: Highly efficient with an ability to manage multiple tasks and prioritise effectively Methodical: High levels of attention to detailVerbal ability: Open, honest, articulate and flexible approach to communication – written and verbal. The ability to actively listen. Interpersonal focus: Strong interest in people and respect for others. The ability to suspend judgement. Cooperative: Demonstrates team behaviours striving for co-operative and professional relationships. Conscientious: Responsible, dependable, organised and persistent. Open to experience: High level self-awareness, with the ability to admit mistakes, as an opportunity for reflection, learning and development. Professionalism: Professional, confident, focused and clear about purpose and able to set appropriate personal boundaries. This position description is subject to review and may change in accordance with St Mary’s House of Welcome operational, service and client requirements.EMPLOYMENT CONDITIONS:The position is part-time (0.4EFT). Some out of hours work and weekend work may be required. St Mary’s House of Welcome will make industry superannuation contributions to a complying fund of your choice and you will have access to NFP Salary packaging provisions (when available). The successful applicant must provide and maintain clear Police and Working with Children checks. WORK HEALTH AND SAFETY:Follow and ensure others follow safe working practices at all times. Ensure compliance with and implementation of Occupational Health and Safety Policies, OHS Procedures and legislative requirements Monitor health and safety performance and manage occupational health and safety procedures including hazard identification, job safety analyses, risk assessments and safe working procedures including manual handlingActively monitor the workplace to determine presence of hazards and take appropriate action to rectify any hazards foundDemonstrate commitment to health and safety through participation in formal and informal discussions, workplace visits and hazard inspections, and initiate actions to improve health and safetyEnsure appropriate communication and consultation is maintained, especially in relation to changes to worksites, work methods, new projects and the engagement of contractorsReport immediately any incident, injury or near miss and ensure incidents are investigated in a timely manner and participate in the resolution of safety issuesCOMPLIANCE:I agree to:Comply with all aspects of St Mary’s House of Welcome policies and business processes – both formal and informal including the Code of Conduct and Employee HandbookEnsure that all activities are conducted in accordance with relevant legislation and policies, procedures and practices, including OH&S and Risk Management Act in ways that advance the organisation’s objectives, values and reputationUphold ethical standards and values and act with honesty, integrity and good faith at all timesACKNOWLEDGEMENT:This job description serves to illustrate the scope and responsibilities of the position and is not intended to be an exhaustive list of duties. As circumstances warrant, you may be expected to perform other job-related tasks requested by management and as necessitated by the development of this role and the development of the organisation. I certify that I have read, understood and accept the duties, responsibilities and obligations of the position. SIGNED BY EMPLOYEE ......................................................... ............................................. Date: SIGNED BY MANAGEMENT ......................................................... ............................................. Management Date: ................
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