Staff Position Description Fundraising & Events Coordinator

Transcription

1 Title: Reporting to: Direct Reports: Location: Position type: Fundraising and Events Coordinator Chief Executive Officer Volunteers and Interns (as appropriate) Level 11, 469 La Trobe Street, Melbourne Part Time (0.6) three days per week (12 months with possibility of extending) Organisation Overview and Purpose East Timor Hearts Fund is Australia's only medical NGO dedicated to providing life-saving heart surgery in Australia for young people from Timor-Leste (East Timor), as well as heart-health research, prevention and education projects. Our patients often need relatively simple procedures to correct life threatening conditions that are the legacy of childhood rheumatic fever, a disease largely eradicated in the west. While Timor-Leste's health system is improving all the time, a lack of specialist medical facilities means overseas treatment is the only option. By joining East Timor Hearts Fund as our you will have the opportunity to personally improve the lives of residents in Timor-Leste by assisting to provide lifechanging heart surgery, research and preventative health measures. Position Purpose Reporting to the Chief Executive Officer, the is a key member of the East Timor Hearts Fund staff team, and is broadly responsible for the execution of community engagement and event fundraising initiatives within the organisation. Overseen by the Chief Executive Officer, the incumbent will: 1. Develop and support fundraising initiatives designed to benefit East Timor Hearts Fund 2. Manage and implement key organisation events both showcase and smaller initiatives 3. Support the CEO with the management of donor relationships, especially small-medium donors 1 of 6

2 4. Work closely with the Chief Executive Officer to identify, solicit and manage corporate and philanthropic relationships. 5. Accept responsibility for the ongoing maintenance and upkeep of etapestry CRM and relevant systems. 6. Play a key role in the running and performance of East Timor Hearts Fund Development Committee. Recognising the creative nature of this position, the incumbent will be encouraged to introduce new fundraising initiatives within agreed frameworks and continue to position East Timor Hearts Fund for ongoing sustainability and success. KPI1: Development of fundraising initiatives a. Implement all initiatives outlined in the Strategic Fundraising Plan, and Annual Work Plans. b. Act as the primary point of management for all external community fundraising initiatives; responding to all inquiries and liaising with individuals and groups interested in holding a community fundraiser on behalf of the organisation. c. Engage and work with community fundraisers to maximise fundraising potential from their events, campaigns and initiatives, and ensure they are supported within agreed parameters. d. In conjunction with other members of the staff team, establish and implement a system to acknowledge fundraisers and recognise their contribution e. Support the development of, and execute a strategy to increase the number of annual community fundraisers, including development of In Celebration and In Memoriam activities. f. Update and maintain community fundraising resources, including a community fundraising kit and work with relevant personnel to develop and produce fundraising collateral. g. Monitor and manage external community fundraising portals, and the East Timor Hearts Fund website; including updating content, monitoring fundraising activity on the page, supporting and following up fundraisers. h. Manage relationships and activity with external fundraising partnerships to achieve maximum value from this fundraising stream. i. Liaise with appropriate team members to update the website, social media, e-newsletter and newsletter as required to promote fundraisers and share their stories of success. 2 of 6

3 KPI2: Management of key organisation events a. Lead the development and full event management for all aspects of the successful delivery of the organisation s signature events portfolio. b. Coordinate existing and planned fundraising and community engagement events including registration and attendee tracking, presentation and materials support, and pre- and postevent evaluations. c. In conjunction with the Chief Executive Officer, initiate, develop and coordinate new events to raise funds and awareness. d. Develop and coordinate all event logistics, timelines and budgets, ensuring events are delivered on time and to budget. e. Establish effective monitoring, evaluation and reporting systems for all events. KPI3: Support the CEO with the management of donor relationships a. Work closely with the Chief Executive Officer, and the Development Committee to achieve overall fundraising targets. b. Assist with the preparation and presentation of reports that monitor the ongoing effectiveness of general fundraising as well as specific campaigns. c. As part of the team identify opportunities to link fundraising activity with corporate partners and other key stakeholders to further engage them with East Timor Hearts Fund. d. Attend networking opportunities and events to promote the work of East Timor Hearts Fund and engage new prospect audiences. e. Ensure all donors receive timely recognition and acknowledgement of their gift, and ensure the Chief Executive Officer personally follows-up significant donor contributions. 3 of 6

4 KPI4: Support the CEO to identify, solicit and manage corporate and philanthropic relationships a. In conjunction with the CEO, conduct and continue to update comprehensive environmental scans to identify potential corporate and philanthropic donors with an interest in supporting the work of East Timor Hearts Fund. b. Support the development of corporate sponsorship proposals, and provide administrative support to the CEO during the solicitation and stewardship stages of donor engagement. c. Provide assistance to the Chief Executive Officer, and the external grants writer to ensure East Timor Hearts Fund is regularly applying for, and is successful in, obtaining philanthropic grant funding. d. Ensure donor expectations and needs are met through the provision of quality customer service and ongoing stewardship. As part of the team identify opportunities to link fundraising activity with corporate partners and other key stakeholders to further engage them with East Timor Hearts Fund. KPI5: Management of etapestry CRM a. Be the leading advocate, trainer and administrator of the organisation s CRM; etapestry. b. Manage etapestry CRM pertaining to: a. Fundraising appeal set-up b. Processing donations c. Interrogation of post appeal results d. Annual gift renewals e. Monthly giving f. Analysis of appeal g. Identification of suitable prospective donors c. Provide regular reports to the Chief Executive Officer and/or Board, as required. d. Ensure 100% of donors are recorded within etapestry and their contact details are updated regularly and accurately. 4 of 6

5 Occupational Health and Safety All staff engaged by East Timor Hearts Fund have an obligation to: Comply with all relevant OH&S and Environmental policies and procedures with the intent of preventing or minimizing accidental exposures to self, colleagues, visitors and/or the environment. Perform all duties in a professional manner, ensuring all behaviours and actions are appropriate and compliant with workplace policies and relevant legislation. Report hazards and risks to the Chief Executive Officer, as necessary. Selection Criteria: The ideal candidate will be able to demonstrate: a. Appropriate experience (minimum 3-5 years) in a fundraising role within the not-for-profit sector or demonstrated experience in a complimentary position. b. Ability to demonstrate initiative, flexibility and follow through during periods of competing priorities and frequent deliverables (Some out of hours work will be required). c. Ability to think strategically and contribute at operational levels. d. Strong customer service ethos (both internal and external clients) e. High attention to detail and accuracy. f. Strong administration and organisational skills including IT skills (essential), together with a detailed understanding of etapestry CRM (preferred). g. Excellent interpersonal and written and verbal communication skills h. Ability to work autonomously and as a team player with a commitment to work collaboratively i. Membership of relevant professional bodies (preferred but not essential) j. Formal qualifications in fundraising, events or similar (preferred but not essential). k. A current driver s license (some travel may be required as part of this role). 5 of 6

6 Important: Key Performance Indicators Duties outlined within this position description are broadly reflective of the duties and responsibilities to be completed by the. Annual performance targets and key performance indicators will be established in consultation with the Chief Executive Officer focusing on: Contribution to achieving annual fundraising budgets Strategic and operational plans Annual organisational targets. Other Relevant Information Some evening and weekend work will be required. This position is part-time, normally three days per week. The position is based at the ETHF office, level 11, 469 La Trobe Street, Melbourne. Normal office hours are 8:30 until 5:00 pm, Monday to Friday; however, this role will require considerable flexibility with regards hours of duties. Salary packaging is available. The appointee will receive pro-rata four weeks annual leave. Some overseas, interstate and regional travel maybe required requiring overnight absences from Melbourne. 6 of 6