Gift & Finance Assistant

Description

Role Title:Gift & Finance Assistant

Grade and Salary:Grade 5 26707 - 31236 per annum

FTE and working pattern:Full-time (35hrs per week) open-ended

Reward and Benefits:28 days annual leaveplus 9 buildings closed days (and Christmas Eve when it falls on a weekday). Use our total rewards calculator: see the value of benefits provided by Heriot-Watt University.

Purpose of Role

This role sits within the Universitys Advancement Team  and reports tothe Development & Alumni Relations Services Manager. Its primary function is to provide dedicated support to Heriot-Watt Universitys Advancement function encompassing

Fundraising Alumni Engagement the Shaping Futures campaign and the management of previously gifted philanthropic funds.

The Gift &Finance Assistant playsa central rolein supporting the operations that underpin the success of fundraising alumni engagement and donor stewardship. Working closely with the Development & Alumni Relations Services Manager the postholder will manage a wide range of activities including donation processing data recording receipting invoicing pledge management reporting and forecasting using the Raisers Edge (RE) database.

This role is fundamental tomaintaininga high-performing Advancement function by ensuring robust accountingaccurategift processing efficient stewardship of funds andassistancewithcritical management reporting and income forecasting.

The ideal candidate is a detail-oriented analytical and highlyorganisedindividual with strong administration capabilities. Theydemonstrateexceptional accuracy in handling data are reliable under pressure and can manage competing priorities effectivelyparticularly within adonorstewardship or fundraising context.

They communicate clearly and professionally collaborate well with colleagues across departments and engage confidently with internal and external stakeholders. Adaptable and technology-focused they are committed tomaintainingfinancial integrity and ensuring donor intent is upheld. Experience in higher education or the non-profit sector is highly advantageous.

Key Duties and Responsibilities

Advancement Office

• Ensure all gifts are accurately recorded and receiptedin a timely mannerin accordance with policies HMRC requirements GDPR and CASE reporting standards.
• Process donations and biographical/prospect data in compliance with policy.
• Record philanthropic income on Raisers Edge and escalate complex cases to the Development & Alumni Relations Services Manage rand Assistant Principal Advancement.
• Administer donor pledge reminders and invoicing processes ensuring accuracy andtimelycommunication.
• Prepare Gift Aid claims in collaboration with Finance to ensure compliance andtimelysubmissions.
• Communicate donor wishes and expenditure restrictions effectively to destination units in consultation with Finance.
• Provide administrative support for transactions and engagements involving overseas charities.

Financial Reconciliation and Fund Management

• Preparereconciliation of philanthropic income between Raisers Edge and Oracle Fusion ensuringtimelyaccurate and transparent reporting.
• Assistwithdonation and bequest holding accounts ensuring correct and prompt distribution to destination units and establishment of new endowment funds where appropriate.

Reporting and Stewardship

• Support thepreparationof annual endowment financial reports for donors where required
• Assist with internal philanthropicreports ensuring accuracy transparency and timeliness.

Campaign Counting and Data Coordination

• Handlecollection validation and counting of all datasets contributing to the Shaping Futures campaign including competitive research funding corporate sponsorship philanthropy and government funding across all campuses.
• Assist with the preparation of campaign counting reports as directed by the Development & Alumni Relations Services Manager.
• Clerk the Campaign Counting and Reporting Working Group preparing agendas minutes and follow-up actions.

General Responsibilities

• Maintain up-to-date knowledge of legislative and sector developments relevant to fundraising financial governance and data management.

• Support the delivery of the highest standards of donor stewardship across the Advancement function.

• Undertakeadditionalfinancial or administrative tasks asrequiredin support of Advancement and Financeobjectives.

Person Specification

These are the criteria on which the short-listing and recruitment selection will be made.

Essential

Desirable