Advertised from 24 October 2025

Role

We are looking for an organised and motivated Fundraising Administrator to join our busy Fundraising team. This in an exciting time for fundraising and income generation at Waverley Care. 

We have invested in significantly increasing our unrestricted income over the next three years, and we are looking for an engaged individual to support the team’s growth and expansion. This post will provide vital administrative assistance to the Fundraising team, as well as contributing to the smooth running of our Fundraising challenge events. 

As a Fundraising Administrator, you’ll work closely within the team and interact with our many donors. You will provide much needed administrative support to all the income generation streams, helping the team to achieve their ambitious goals each year. You will play a central role in the organisation of Waverley Care-led fundraising events and sponsored challenges by providing essential administrative support and stewardship to participants. This is a new post which reflects the increasing demands on the team, and it is important that you can adapt to new and changing tasks as the team continues to expand their work.

While the role is primarily administrative, there will be opportunities to get involved in wider fundraising activities if desired - ideal for someone looking to broaden their experience, but not essential. Evening and weekend work will be required approximately once per month.

Responsibilities include:

Administration 

1. Management of the Fundraising email inbox and phone line, ensuring inbound communications are responded to and actioned in a timely and appropriate manner.  

2. Acting as the first point of contact for donor queries, proactively responding to them whether by email or phone. Connecting donors with the relevant member of the Fundraising team when necessary.  

3. Data management in the CRM system, Donorfy, in line with GDPR regulations. Regular data entry and enquiry, ensuring accuracy and consistency. Conducting a data cleanse on existing records to increase the value of the CRM system to the team.  

4. Diary management for events, sponsored challenges and campaigns, working with internal and external partners to meet deadlines, identify bottlenecks, and prioritise timelines.  

5. Maintaining accurate and organised electronic filing systems for all Fundraising records, including donor correspondence, contracts, and event documentation, across all platforms.  

Event and Sponsored Challenges Coordination 

1. Being an ambassador at events, supporting the delivery of Waverley Care’s vision and ensuring that the charity’s profile and reputation are upheld. 

2. Contacting and booking suppliers for events, including getting three quotes as appropriate to ensure cost effectiveness. 

3. Management of event profiles, donor pages and customer queries on Eventbrite and Just Giving. 

4. Liaising with organisers of sponsored challenges and communicating with those participating. 

5. Sourcing prizes and donations for raffles, prize draws and competitions. 

6. Working with the Communications team to promote events on social media and in email campaigns, ensuring adherence to agreed timelines. 

7. Supporting the Fundraising team at in-person events, including cash counting, bucket shaking, or greeting supporters.  

Fundraising Support 

1. Reporting and monitoring of fundraising income and expenditure against budgets. Supporting the Business Manager in the production of monthly finance reports for our trustees.  

2. Weekly reconciliation of fundraising income against banking transactions, working alongside the Business Administrator to ensure accurate allocation of income. 

3. Monitoring online donation and campaign pages, to identify any updates or issues. Notifying the relevant Fundraising team member about any new or updated supporters. Resolving any identified issues wherever possible and escalating for support if necessary.  

4. Creating fundraising packs and mailings with the wider Fundraising team. Preparing resources and materials for events and sponsored challenges as required.  

5. Tracking resources and material stock levels, including checking items in after events. Notifying the National Fundraising Manager in good time when more resources need to be ordered.  

Donor Stewardship 

1. Supporting the donor stewardship journey by sending thank-you letters, receipts, and other communications after fundraising events in a timely manner.  

2. Coordinating donor stewardship activities, such as birthday cards or impact updates, ensuring a consistent experience for all donors. 

3. Other supporter engagement activities as required. 

Other Responsibilities 

1. Working with a continuous improvement mindset, identifying opportunities to improve efficiency within the team or streamline processes.  

2. Undertaking any other duties which may be reasonably required to support Waverley Care’s fundraising activities.  

About you

The Fundraising Administrator will be highly organised, reliable and adaptable. You will have at least one year’s experience in an administrative role, including some experience in supporting events. As you will be supporting the team across a range of activities, you should be comfortable juggling multiple tasks and deadlines, and confident in prioritising your workload effectively.

You will be the first point of contact for our supporters by phone and email, so customer-facing experience is essential. You will bring a warm, professional, and considerate approach in all your communications. Some prior finance experience is required, and you will have good attention to detail and be confident working with numbers and data, as you’ll assist with Fundraising’s financial reporting. 

You will use our CRM system, Donorfy, to manage donor stewardship and Eventbrite to manage event ticketing, so good IT literacy is essential. You will play an essential role in the successful running of fundraising activities. A forward thinker, you’ll set and stick to timelines, liaise with suppliers, secure prize donations, and help coordinate volunteers. You’ll be confident engaging with a range of stakeholders by phone, email and in-person.

Application notes

If you’re excited by this opportunity and believe you have the skills and experience, we’re looking for, we’d love to hear from you.

To apply, please send your CV and a cover letter explaining how your skills and experience match the person specification to [email protected].

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