Job Description

JOB DESCRIPTION

Job Title Development Administrator

Department Development Office, External Relations, Guildhall School of Music & Drama

Grade B

Location Guildhall School of Music & Drama

Responsible to Head of Development

Responsible for n/a

Development and Alumni Relations at the Guildhall School

The Development & Alumni Relations Office at the Guildhall School is responsible for securing revenue and capital income from a wide variety of philanthropic sources including major gifts, regular giving, grants from trusts and foundations, legacy gifts, corporate support and fundraising events. It is also responsible for managing and growing relationships with alumni of the School, Fellows and other supporters.

The team works closely with academic and administrative departments across the School, partner organisations, the Guildhall School Trust and Development Fund, the Board of Governors and other senior volunteers to maximise support for the School, its students and alumni.

Purpose of Post

The post-holder will provide support to the Head of Development and the rest of the team in their activity encompassing fundraising, alumni and supporter relations. As with every member of the team, the Development Administrator will be committed to providing the highest level of service to external and internal stakeholders.

Key Relationships

Head of Development (line manager) External Relations team members (Development & Alumni Relations, and

Marketing & Communications) External and internal stakeholders, such as staff and senior volunteers

Main Duties & Responsibilities

Meetings and support1. To provide assistance to the Head of Development in managing

correspondence, diary and various ad hoc projects

2. To act as first port-of-call for external queries to the department (phone, email and post) and forward queries appropriately

3. To organise departmental and other meetings when required including booking rooms on the School system, issuing meeting requests and circulating papers in advance or in follow up

4. To take accurate minutes for relevant committees/working groups and other meetings as required

5. To co-ordinate stationery orders and storage for the department

6. To process invoices in a timely manner and assist with budget filing

7. To organise departmental travel/accommodation requirements

Information management and finance duties8. To ensure that constituent, donation and event records on the department

database (Raiser’s Edge) are kept up-to-date at all times

9. To assist in ensuring that donations are acknowledged in a timely fashion and banked appropriately through the Guildhall School Trust, Guildhall School Development Fund and School Finance Office

10.To liaise with payments agencies as required in the UK and abroad to ensure that donors’ payments are facilitated or cashed

11. To support the Finance Office in preparation of information for annual audits of the Guildhall School Trust and Guildhall School Development Fund and assist with any post-audit queries

12.To maintain department filing systems and storage of fundraising, alumni and supporter relations materials, including archiving

13.To assist with online research and data gathering when required

Events assistance14.To provide support for fundraising, alumni and supporter relations events

15.To assist other members of the Development and Alumni Relations team with discrete projects as required

Communications16.To co-ordinate regular postal mailings to donors and other external contacts

17.To assist with compiling updates for the School’s website, intranet and other electronic communications relating to fundraising, alumni and supporter relations

18.To ensure that fundraising literature is visible around the School’s various buildings

Other19.To provide high-level customer service and communications with all internal

and external clients including staff, professors, students and external contacts occasionally dealing with sensitive and confidential material

20.To maintain good relationships with staff at all levels in the academic and administrative departments of the Guildhall School, students, Governors, Trustees of the Guildhall School Trust and Development Fund, and external supporters and stakeholders

21.To represent the Guildhall School and External Relations department at various School performances, events and external functions outside usual working hours

22.Actively seek to implement the City of London’s Occupational Health and Safety Policy in relation to the duties of the post, and at all times give due regard to the health and safety of both themselves and others when carrying out their duties.

23.Actively seek to implement the City of London’s Equal Opportunity Policy and the objective to promote equality of opportunity in relation to the duties of the post.

24.To undertake any other duties that may reasonably be requested appropriate to the grade

Person Specification

PERSON SPECIFICATION

Job Title Development Administrator

Department Development & Alumni Relations, Guildhall School of Music & Drama

Grade & Level B Level: 1

Trent Position Number

Please find below the key skills, experience and core behaviours required to undertake this post.

Technical Skills / Professional Qualifications / Relevant Education & Training

Good working knowledge of the Data Protection Act and tax-efficient giving (e.g. Gift Aid) and their implications in development work

Awareness of the Institute of Fundraising’s Codes of Fundraising Practice or equivalent

Excellent knowledge of Microsoft Office including Word, Excel and PowerPoint Experience of using fundraising/relationship databases, especially Raiser’s

Edge Educated to degree level or equivalent Excellent communication skills (written, verbal, presentation and listening)

Experience Required

Some experience in a fundraising or similar role Experience of working in a HE environment or performing arts industry Good understanding of the strategic role of development within a major

international educational institution that serves the performing arts industry Able to act as an external ambassador for the Guildhall School and its activities Ability to develop strong relationships with an external network of donors and

potential donors to the School Have an awareness and sensitivity to the distinctive issues faced by the School’s

students and graduates and able to respond imaginatively to the challenges that this creates

Interest in the performing arts

Other Relevant Information eg. working hours or desirables (only if applicable)

35 hour week per week. Regular out-of-office-hours working in order to meet with donors and represent the School at performances for which time off in lieu may be available

Core Behaviours

Thinking Planning and Organising… Managing time, competing priorities and resources in a structured way.

Maintains a tidy and professional work area appropriate to local work context Lets manager know when under time pressure or work accuracy is in danger Is aware of timescales for elements of work and meets them Manages routine day-to-day and week-to-week tasks effectively

Analysis and Problem Solving… Analysing information logically, drawing on one’s knowledge and experience base and calling on other references and resources as necessary to generate appropriate and/or creative solutions.

Solves routine, or basic problems (escalating more complex problems as appropriate)

Finds the right balance between the need for thoroughness against the urgency of a

response Asks questions when unsure Makes improvement suggestions to working practices in own area of

responsibility or beyond

Building Relationships

Communication and Influence… Presenting information and arguments verbally or in writing to improve understanding, influence outcomes and foster engagement and support.

Able to communicate and negotiate effectively at all levels Selects the right method for communicating Stays focused on the audience when speaking or listening Listens carefully to instructions or messages, and asks questions to clarify

understanding Conveys information accurately and concisely

Team Working… Using appropriate interpersonal skills and working cooperatively to contribute to the development and management of positive and cohesive teams

and partnerships within CoL and beyond.

Encourages and supports the ideas/suggestions from others Recognises the value of diversity and individual strengths and contributes to

a positive, friendly working environment

Understands that own behaviour has an impact on others, adapts approach accordingly - showing respect to colleagues and students

Is personable and polite, making others feel welcome in the team environment

Self-Managing

Accountability… Being responsible for one’s own actions, seeing things through, doing what we say we will.

Is punctual and reliable Completes routine and/or repetitive tasks Asks for guidance from line manager when unclear what is expected Follows routine oral and written instructions

Achieving

Customer Focus… Understanding and respondingto customer needs (either internal or external customers), demonstrating a passion for high quality customer service, and placing the customer at the very heart of what we do at CoL.

Understands who his/her customers are - providing a polite, courteous, friendly and

respectful service at all times Follows up on promises made to customers Quickly resolves problems or customer complaints Retains emotional control when dealing with difficult or challenging

customers

Recruitment – Note to Applicants

These key skills and core behaviours will be used in the decision making process for recruitment. Please give examples of how you have exhibited these behaviours in your previous role(s). It is essential you address each of these on the application form on the section for supporting information.

Be as specific as possible, we cannot guess or make assumptions, but will assess your application solely on the information provided. Try to provide evidence, by examples, where possible, of skills, knowledge and experience contained in this person specification.

Summary of Terms and Conditions of Employment

Job title: Development Administrator Department: Guildhall School of Music & Drama

This summary is given as a guide and is not intended to form part of an individual’s contract of employment.

Salary

The salary range for this job is £20,900 – £23,430 Inc. London Weighting p.a. inclusive depending on experience/performance. This figure will be reviewed annually from 1 July in line with the pay award for other salaried staff within the City of London Corporation.

New appointees will normally be placed on the bottom of the pay scale.

Contract

The job is offered on a permanent basis.

Hours of Work

Normal office hours are 35 hours per week, excluding lunch breaks, Monday to Friday but the postholder shall be expected to work the hours necessary to carry out the duties of the position.

Frequency and Method of Payment

This is a monthly paid appointment and salaries are credited to a Bank or Building Society Account on the 11th of each month.

Annual Leave

There is a minimum entitlement of 24 days annual holiday plus Bank Holidays. There are subsequent increases to entitlement to annual holiday according to length of service.

Sickness Absence and Pay

The City of London Corporation has a comprehensive Occupational Sick Pay scheme, details of which can be found in the Employee Handbook which will be made available to you upon commencement.

Pension

You will automatically be admitted to the City of London Corporation’s Pension Scheme if you have a contract of employment for more than 3 months. Employees contribute between 5.5 and 12.5% of their pensionable pay to the scheme, depending on salary. If you do not wish to join the Scheme you must make a formal declaration stating you wish to opt out. You may contact the Pensions Office directly should you have any queries relating to the Local Government Pension scheme and your entitlements under this scheme.

Continuous Service

If you join the City of London Corporation without a break in service (subject to certain exceptions) from another body covered by the Redundancy Payments (Local Government) (Modification) Order 1999, your service with that institution will count for the purpose of continuous service. The amount of continuous service which you have will affect your entitlement to certain contractual benefits; for example, annual leave, sick leave and maternity leave. A full explanation of Continuous Service is contained within the Employee Handbook.

Probationary Period

You will be employed initially on a six month probationary period. Should either party wish to terminate the employment during this period, then one week’s notice will be required on either side, except for summary termination for gross misconduct.

Notice Period

One month by either party after satisfactory completion of probationary period.

Learning and Employee Development

The City of London provides for financial support and time off for staff to study for appropriate qualifications which relate to their duties or undertaking professional skills update training. There is also an in house programme covering more general training needs.

Employee Volunteering Programme

Through its partnership and regeneration work, the City of London aims to contribute to the social and economic regeneration of the seven boroughs bordering the City: Camden, Hackney, Islington, Lambeth, Tower Hamlets and Westminster. These boroughs contain some of the most deprived neighbourhoods in the country.

The Employee Volunteering Programme, established in 2002 allows staff to volunteer their time, skills, knowledge and expertise to benefit local residents whilst developing their own professional skills. All staff are given the opportunity, subject to line management agreement, to take 2 days of volunteering leave per year to enable them to do this.

The Guildhall School of Music & Drama

Rated No. 1 specialist institution in the UK by the Guardian University Guide 2013 and 2014, the Guildhall School is one of the world's leading conservatoires and drama schools, and one which is pre-eminent in technical theatre, professional development and music therapy. A thriving Junior Guildhall, the recent addition of the Centre for Young Musicians and a range of summer schools and short courses further complement the outstanding opportunities available. Long recognised as a centre of excellence, the School has been twice-honoured by consecutive Queen's Anniversary Prizes; in 2005 for its unrivalled development and outreach programme, Guildhall Connect, and in 2007 in recognition of the achievements and work of the School's Opera Programme over the last two decades.

Since its founding in 1880, the Guildhall School has stood as a vibrant showcase of the City of London Corporation's commitment to education and the arts. Situated in the heart of the City, the School moved to its present premises in the Barbican in 1977 solidifying a unique link with both Europe's largest arts and conference centre, including the Barbican Hall and the Pit Theatre, and the world-class London Symphony Orchestra. The reputation of the teaching and research across all the disciplines in the School is unrivalled. Students experience working in a professional context to professional standards with an exemplary pool of outstanding artists who work with us as directors, conductors, coaches and tutors. The School's graduates consistently succeed at the highest levels of their chosen profession.

The School currently numbers almost 900 students on its roll call, approximately 700 of whom are undergraduate and postgraduate music students and 175 on the Acting and Technical Theatre programmes. In any given year, about 40% of the students are from outside the UK, typically representing over 50 nationalities.

The Guildhall continues to enhance its programmes and contribute to the cultural life of the City by forging even stronger ties not only with the Barbican Centre and the LSO, but also partnerships with the BBC Symphony Orchestra, the Royal Opera House and Academy of Ancient Music.

The most significant investment in the Guildhall School for 36 years was recently unveiled: the £90 million redevelopment of the neighbouring Milton Court site. The new building houses three new performance spaces: a concert hall (608 seats), a theatre (223 seats) and a studio theatre (up to 128 seats) in addition to high quality drama teaching and administration spaces. Following the opening of Milton Court in September 2013, the Guildhall's facilities at long last match the outstanding quality of its training and the success of its graduates.