Fundraising Administrator

Candlelighters Trust; Leeds; On-site; GBP 21,000 - 30,000; Full time

Job summary

Candlelighters Trust is recruiting a Fundraising Administrator to support the fundraising team from its Leeds office. You will be the first point of contact for supporters, volunteers and visitors, handling calls, emails and donor information with care and accuracy.

The role covers administration, CRM data management, donor care and event support, ensuring smooth day-to-day operations and a warm, professional experience for everyone who contacts Candlelighters.

Qualifications

• Experience in an administration, coordination or support role.
• Experience maintaining databases or CRM systems with accuracy.
• Experience providing excellent customer service or supporter care.

Responsibilities

• Provide high-quality administrative support across the fundraising team and keep work moving.
• Prepare fundraising packs, resources, materials and supporter information.
• Coordinate meetings, bookings and team administration activities.

Skills

Administration

Data entry

Customer service

Job description

The Fundraising Administrator plays a vital support role within the fundraising team, helping to ensure smooth day-to-day operations and an exceptional experience for supporters, families, volunteers and visitors. This is an office-based role and will suit someone who enjoys being a visible, active and approachable support to colleagues and visitors.

The postholder will provide high-quality administration, supporter care, database management and event support across all areas of fundraising. They will ensure incoming calls and enquiries are managed effectively, office cover is maintained, and supporters receive a warm and professional response. As a first point of contact, they must be confident on the phone, comfortable speaking with a wide range of people and able to represent Candlelighters positively and professionally.

The Fundraising Administrator will also provide administrative support to the Finance and Engagement teams, supporting their work in providing supporter care to donors.

This is a varied, hands-on role requiring excellent organisation, attention to detail, confidence working with data and databases, flexibility and a proactive approach. The ideal candidate will be someone who combines strong administrative and data skills with warmth, confidence and a genuine willingness to put themselves forward to support the team.

About You

You will be someone who enjoys being part of a busy team, takes pride in accurate data and administration, and is confident speaking to supporters, volunteers and visitors. You will be proactive, warm and willing to step in where needed, helping the fundraising team provide an excellent experience for everyone who contacts Candlelighters.

Key Responsibilities

• Provide high-quality administrative support across the fundraising team, proactively identifying where support is needed and helping to keep work moving.
• Prepare fundraising packs, resources, materials and supporter information.
• Coordinate meetings, bookings and team administration activities.
• Support fundraisers with the organisation and delivery of fundraising activities.
• Assist with maintaining departmental systems and processes.
• Support volunteers and fundraising colleagues as required, building positive working relationships across the team.

CRM & Data Management

• Maintain accurate supporter records within the charity's CRM system, ensuring data is entered carefully, consistently and to a high standard.
• Process donations, supporter information and fundraising income records.
• Ensure data quality, accuracy and compliance with GDPR requirements, recognising the importance of clean, reliable data in fundraising and supporter care.
• Support database cleansing and maintenance activities.
• Produce reports, supporter lists and information as required.

Supporter Care & Telephone Enquiries

• Act as a warm, confident and helpful first point of contact for supporters, volunteers, visitors and members of the public.
• Answer incoming telephone calls professionally, warmly and efficiently, using confidence and good judgement to handle enquiries and direct them appropriately.
• Manage the Candlelighters info@ email inbox.
• Respond to enquiries and ensure they are directed to the appropriate colleague where necessary.
• Support timely acknowledgements, thank-you communications and supporter stewardship activities.
• Ensure every interaction reflects Candlelighters' values and commitment to excellent supporter care.
• Welcome supporters, volunteers and visitors to the office.
• Support the planning and delivery of fundraising events and activities.
• Coordinate participant packs, materials, merchandise and event logistics.
• Assist with supporter communications and event administration.
• Occasionally attend fundraising events to provide practical support.
• Help ensure fundraising colleagues have everything they need to deliver successful events and activities.

General Responsibilities

• Support colleagues across the wider organisation where appropriate.
• Act as an ambassador for Candlelighters at all times.
• Uphold the charity's values and behaviours.
• Comply with all organisational policies and procedures.
• Maintain confidentiality at all times when handling supporter, donor, family, volunteer or organisational information.
• Understand and follow safeguarding, data protection and GDPR requirements relevant to the role.
• Undertake other duties commensurate with the role.

Person Specification

• Experience in an administration, coordination or support role.
• Experience maintaining databases, CRM systems or similar record-keeping systems, with a strong focus on accuracy and data quality.
• Experience providing excellent customer service or supporter care, ideally as a first point of contact by phone, email or in person.
• Experience managing multiple tasks and competing priorities.
• Excellent organisational and administrative skills.
• Strong attention to detail, particularly when working with supporter information, donations, databases and records.
• Confidence learning and using databases, CRM systems and other digital tools.
• Strong verbal and written communication skills.
• Ability to prioritise workload effectively.
• Ability to work independently and as part of a team.
• Professional, confident and friendly telephone manner, with the ability to create a positive first impression.
• Comfortable working in an office-based, team-focused environment where visibility, approachability and responsiveness are important.

Personal Qualities

• Positive, proactive and willing to put themselves forward to support colleagues and keep things moving.
• Willingness to roll up sleeves and help wherever needed.
• Flexible and adaptable.
• Compassionate and empathetic.
• Friendly, approachable and confident engaging with colleagues, supporters, volunteers and visitors.
• Strong team player who enjoys being part of a busy, supportive office environment.
• Committed to delivering excellent supporter experiences.