Job title: Development Coordinator          

Reports to: Senior Philanthropy Manager

Responsible for:

Working pattern: Hybrid, minimum 2 days in office with flexibility depending on tasks. Occasional evening/out-of-hours events support (approx. 10 times/year).

1.      About my role

To support the Development team to maximise income from our high-value supporters, specifically individual donors and Art Partners(Art Fund’s patrons group) by delivering excellent stewardship, data management and gift administration.

To support the planning and delivery of donor communications and events while managing a personal portfolio of donors and prospects to solicit gifts for a wide range of Art Fund projects, programmes and appeals. To champion Art Fund’s charitable programme and fundraising ambitions by building excellent relationships with colleagues and supporters alike and working collaboratively across the organisation to support income generation.  

2.     How we work

Collaborative & Inclusive

·       We work together to achieve success and make the most of opportunities           

·       We value contribution - ensuring everyone's voice is heard and everyone's experience matters

·       We keep up to date with internal and external activities -  proactively reaching out and positively responding to requests for support

·       We care about each other, respecting and appreciating differences, so that everyone feels included

Curious & Innovative

·       We try new things     

·       We ask questions      

·       We encourage openness and ideas

·       We embrace change

Expert & Impactful

·       We do our best work, are clear on priorities and understand sometimes priorities change

·       We make decisions based on insights and measurable results                                

·       We communicate on a diverse range of subjects in ways that are accessible to everyone

·       We share our knowledge and expertise, and draw on that of others, to get things done

Trusted & Trusting

·       We're open and honest with each other, giving and receiving constructive feedback

·       We trust others to involve us at the right time                

·       We are trusted, and trust others, to do their best work and deliver on time

·       We celebrate success, learn from mistakes and have a no blame culture

3.     Key accountabilities

Art Partner membership programme

·       To support the Senior Philanthropy Manager in running Art Partners, Art Fund’s Patrons membership scheme, with the highest standard of stewardship, communications and gift management.

·       To act as a key point of contact for Art Partners and to support the Senior Philanthropy Manager in the cultivation and stewardship of individual members and donors.

·       To oversee and maintain accurate financial administration around Art Partner subscriptions and gifts including prompting renewals, recording payments, income reconciliation and financial reporting to colleagues, collaborating with the Finance team.

·       To draft and coordinate regular communications to Art Partners tailored to individual interests and Art Fund priorities including e-news updates, letters and events collateral.

·       To use digital marketing tools to coordinate and send newsletters and funding updates.

·       To manage the creation of the Art Partners events programme by supporting event idea generation, drafting copy, sourcing images and liaising with Art Fund’s Design team.

Donor Stewardship & Events

• Act as the central contact for general enquiries to the Development team, ensuring responses are professional and timely. 

• Work closely with Development colleagues to ensure prospects and donors receive appropriate and timely communications, such as the mailing of Art Fund’s Annual Review, event invitation mailings and e-invites, or specific fundraising asks.  

·       To host and ensure the smooth running of Development events, supporting the Senior Events Producer as required.

·       Develop and manage positive relationships with individual donors as appropriate through events, tailored updates and meeting opportunities tailored to their interests and Art Fund activities.

Income generation

·       To manage a personal pipeline of mid-level Art Fund donors and prospects against an annual income target and a range of fundraising priorities, with support from the Senior Philanthropy Manager and Head of Individual Giving.

·       To work with colleagues to coordinate fundraising appeals by helping to draft approaches, letters and proposals, managing accurate data, tracking asks, gifts and reporting, and managing direct asks to mid-level donors.

• Support the development and writing of funding reports through programme research, information gathering and by contributing to specific elements of the report as required.

• To facilitate gifts in-memory for Art Fund, communicating with donors, administering gifts and keeping accurate records for annual recognition.

• To support the Legacy Consultant with administration related to legacies.

Donor and gift administration

• Maintain accurate, up to date CRM database records for Art Partners, prospects and donors with a keen eye for detail, and to work with the Prospect Development Manager to identify CRM requirements, efficiencies and issues as they arise.

• To record and monitor gifts and pledges on Art Fund’s CRM database, update Gift Aid pledges, prepare donation reports for Development colleagues and manage a monthly process of income reconciliation with the Finance team

• Maintain knowledge of best practice in relation to GDPR regulations, recording sensitive information and securing permission for communication

Other:

·       To work within Art Fund policies and procedures including, but not limited to, health and safety, data protection, sustainability, procurement, AI, technology and equality, diversity and inclusion

·       To actively participate in the wider life of the Art Fund

·       To undertake other duties as requested by the Art Fund from time to time

4.     About me

I have

I might also have

Qualifications / Training

No specific qualifications are required; the knowledge and skills/abilities/competencies capture the requirements of the role.

Relevant training, particularly around fundraising and data administration

Knowledge

Understanding of different fundraising approaches to major donors, trusts and foundations, companies and legacy pledgers

Understanding of requirements for accurate systems to manage prospects and steward donors and monitor deadlines, and of how these underpin successful fundraising

Knowledge and experience of relationship management databases (CRM).

Understanding of the needs and challenges of the museums and galleries sector

Experience of working with or alongside a Patron Membership team, and / or high-value fundraising team 

Knowledge of Salesforce CRM and DotDigital marketing software

Skills

Excellent written and verbal communication skills

Thorough administrative skills

Excellent team player

Strong customer services skills

Accuracy and attention to detail in written and numerical work

Excellent understanding of common office software such as Word, PowerPoint, Excel, Adobe Acrobat etc.

Research and lateral thinking skills

Experience

Experience of managing data

Experience of liaising with high-level, stakeholders, donors or patrons

Experience of an administrative role 

Experience working in a Development team in an arts organisation

Experience of working with a high-level membership scheme

Personal Attributes

Critical-thinking and initiative, with a willingness to problem solve and propose solutions

Ability to relate to a broad range of stakeholders in a professional manner

An interest in fundraising and the varied motivations of supporters

A self-starter with an efficient and hard-working approach

Ability to prioritise and thrive in a busy and ambitious environment

A personal interest in museums and galleries, and public access to art and culture