Fundraising Administration Champion
| Posting date: | 24 February 2026 |
|---|---|
| Salary: | £24,800 per year |
| Hours: | Full time |
| Closing date: | 24 March 2026 |
| Location: | SK13 7BQ |
| Remote working: | On-site only |
| Company: | Reuben's Retreat |
| Job type: | Permanent |
| Job reference: |
Summary
JOB TITLE: Fundraising Administration Champion
REPORTING TO: Head of Fundraising & Communications
WORKING HOURS: 25 – 37.5 hours per week
LOCATION: Hybrid between Reuben’s Retreat Glossop & Ashton-under-Lyne
SALARY: £24,800 per annum (full-time equivalent, 37.5 hours per week) – pro rata for part-time
OVERVIEW
Born from the loss of Reuben Michael Graham in August 2012 at just 23 months old, Reuben's Retreat is a charity offering practical and emotional support to families of child loss and to families who have a child living with medical complexities. Our Retreat is a sanctuary offering space for families to relax, recharge, remember, and rebuild. Our mission is to relieve distress and walk side by side with families throughout their journey.
Our Values:
Authentic: True to our mission
Compassionate: People are at the heart of everything we do
Unique: In our approach, always
Trusted: By our communities
PURPOSE OF ROLE
To provide high-quality administrative support to the fundraising team, ensuring smooth delivery of campaigns, events, corporate partnerships, and daily fundraising operations. This role is vital in helping the team maximise income and deliver excellent experiences for donors, volunteers, corporate and community supporters.
KEY RESPONSIBILITIES
Supporter Care & Enquiries
Act as a friendly and professional first point of contact for fundraising enquiries received via phone, email, post, and in person.
Ensure every supporter receives timely and appropriate stewardship, including thank-you letters, acknowledgements, and follow-ups by working cross departmentally to achieve this.
Track, record, and thank supporters for Gifts in Kind on the database.
Fundraising Administration
Maintain accurate and up-to-date donor and fundraising records in our CRM system, Beacon, working with our accounts department to achieve this.
Process donations, Gift Aid declarations, and supporter information in line with GDPR and fundraising regulations.
Support administration of retail Gift Aid processes where needed.
Prepare documents such as agendas, presentations, handouts, and meeting minutes.
Event Support
Assist with the organisation, administration, and delivery of fundraising events and campaigns.
Coordinate event materials, logistics, registrations, and volunteer lists.
General Office & Team Support
Carry out general office administration including ordering supplies, co-ordinate calendars, and supporting smooth day-to-day operations of the fundraising office.
Support induction and coordination of volunteers helping within the department. Work with the Family Team volunteer co-ordination person.
Participate in meetings, training opportunities, and cross-departmental activities as required.
Undertake any other duties reasonably requested.
Health & Safety
Adhere to the organisation’s Health & Safety policies and ensure safe working practices across all activities.
ADDITIONAL RESPONSIBILITIES
All staff are expected to support fundraising activities, which will include evening or weekend work. We work to a TOIL policy which keeps individuals safe and work fairly distributed.
This job description outlines the general nature and key responsibilities of the role. It is not exhaustive and will be reviewed periodically with the post holder to ensure it reflects the evolving needs of Reuben’s Retreat.
Person Specification
Experience, Knowledge & Skills
Essential
Strong administration and organisational skills
Excellent attention to detail and accuracy
Confident using Microsoft Office (Word, Excel, Outlook, PowerPoint)
Experience handling enquiries by phone, email and in person
Ability to manage multiple tasks, prioritise workload and meet deadlines
Understanding of confidentiality, GDPR and data protection
Experience maintaining records or databases
Strong written and verbal communication skills
Desirable
Experience working or volunteering in a charity, fundraising team, hospice or care environment
Experience using a CRM or fundraising database
Basic knowledge of Gift Aid
Experience assisting with events or campaigns
Familiarity with EPOS systems or online fundraising platforms
Personal Qualities
Essential
Friendly, warm and professional manner with supporters, colleagues and volunteers
Self-motivated and able to work independently and as part of a team
Able to work under pressure during busy periods
Flexible and adaptable to the needs of the role
Commitment to the organisation’s values and purpose
Reliable, trustworthy and committed to high-quality work
Desirable
Willingness to work occasional evenings or weekends for events
Full driving licence and access to a vehicle for work purposes
REPORTING TO: Head of Fundraising & Communications
WORKING HOURS: 25 – 37.5 hours per week
LOCATION: Hybrid between Reuben’s Retreat Glossop & Ashton-under-Lyne
SALARY: £24,800 per annum (full-time equivalent, 37.5 hours per week) – pro rata for part-time
OVERVIEW
Born from the loss of Reuben Michael Graham in August 2012 at just 23 months old, Reuben's Retreat is a charity offering practical and emotional support to families of child loss and to families who have a child living with medical complexities. Our Retreat is a sanctuary offering space for families to relax, recharge, remember, and rebuild. Our mission is to relieve distress and walk side by side with families throughout their journey.
Our Values:
Authentic: True to our mission
Compassionate: People are at the heart of everything we do
Unique: In our approach, always
Trusted: By our communities
PURPOSE OF ROLE
To provide high-quality administrative support to the fundraising team, ensuring smooth delivery of campaigns, events, corporate partnerships, and daily fundraising operations. This role is vital in helping the team maximise income and deliver excellent experiences for donors, volunteers, corporate and community supporters.
KEY RESPONSIBILITIES
Supporter Care & Enquiries
Act as a friendly and professional first point of contact for fundraising enquiries received via phone, email, post, and in person.
Ensure every supporter receives timely and appropriate stewardship, including thank-you letters, acknowledgements, and follow-ups by working cross departmentally to achieve this.
Track, record, and thank supporters for Gifts in Kind on the database.
Fundraising Administration
Maintain accurate and up-to-date donor and fundraising records in our CRM system, Beacon, working with our accounts department to achieve this.
Process donations, Gift Aid declarations, and supporter information in line with GDPR and fundraising regulations.
Support administration of retail Gift Aid processes where needed.
Prepare documents such as agendas, presentations, handouts, and meeting minutes.
Event Support
Assist with the organisation, administration, and delivery of fundraising events and campaigns.
Coordinate event materials, logistics, registrations, and volunteer lists.
General Office & Team Support
Carry out general office administration including ordering supplies, co-ordinate calendars, and supporting smooth day-to-day operations of the fundraising office.
Support induction and coordination of volunteers helping within the department. Work with the Family Team volunteer co-ordination person.
Participate in meetings, training opportunities, and cross-departmental activities as required.
Undertake any other duties reasonably requested.
Health & Safety
Adhere to the organisation’s Health & Safety policies and ensure safe working practices across all activities.
ADDITIONAL RESPONSIBILITIES
All staff are expected to support fundraising activities, which will include evening or weekend work. We work to a TOIL policy which keeps individuals safe and work fairly distributed.
This job description outlines the general nature and key responsibilities of the role. It is not exhaustive and will be reviewed periodically with the post holder to ensure it reflects the evolving needs of Reuben’s Retreat.
Person Specification
Experience, Knowledge & Skills
Essential
Strong administration and organisational skills
Excellent attention to detail and accuracy
Confident using Microsoft Office (Word, Excel, Outlook, PowerPoint)
Experience handling enquiries by phone, email and in person
Ability to manage multiple tasks, prioritise workload and meet deadlines
Understanding of confidentiality, GDPR and data protection
Experience maintaining records or databases
Strong written and verbal communication skills
Desirable
Experience working or volunteering in a charity, fundraising team, hospice or care environment
Experience using a CRM or fundraising database
Basic knowledge of Gift Aid
Experience assisting with events or campaigns
Familiarity with EPOS systems or online fundraising platforms
Personal Qualities
Essential
Friendly, warm and professional manner with supporters, colleagues and volunteers
Self-motivated and able to work independently and as part of a team
Able to work under pressure during busy periods
Flexible and adaptable to the needs of the role
Commitment to the organisation’s values and purpose
Reliable, trustworthy and committed to high-quality work
Desirable
Willingness to work occasional evenings or weekends for events
Full driving licence and access to a vehicle for work purposes