REF: SCO/7/17

Job Application PackSupporter Care Officer – Maternity Cover

Dear Applicant,

Please find enclosed an application pack for the above post, which should contain the following items:

Job description and person specification Terms and Conditions of Employment Application form Monitoring form

PLEASE READ THE FOLLOWING INFORMATION CAREFULLY

1. Your application pack contains information about NICHS, the job vacancy and the person required. You should read these carefully.

2. You must complete the application form fully and accurately. If there is insufficient space for your answer, continue on a separate sheet. If typing your application form, the boxes will expand as you type.

3. It is your responsibility to ensure that sufficient information is given on the application form to enable the shortlisting panel to assess your suitability for this post.

4. PLEASE SHOW CLEARLY IN SECTION 5 OF YOUR APPLICATION FORM HOW YOU MEET THE ESSENTIAL AND DESIRABLE CRITERIA OUTLINED IN THE PERSON SPECIFICATION ENCLOSED.

5. Mission, Vision and Values of NICHS

Employees of NICHS must support its Mission, which is to prevent chest, heart and stroke illnesses in Northern Ireland and care for those affected by them. All staff must be committed to the Vision of the charity, which is a Northern Ireland free from chest, heart and stroke illnesses.

NICHS expects all staff to ‘live’ by 4 values, which underpin every aspect of our culture and activities:

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Caring

Excellence

Integrity

Inclusion

We put the needs and rights of all the people of Northern Ireland at the heart of everything we do and show respect and concern for others.

We ensure that our work is consistently carried out to the highest standards and continually improved.

We will operate to the highest standards of professionalism, honesty, transparency and accountability.

We will treat others fairly, promote equality and work to narrow health inequalities.

6. Applications, CV’s and attached sheets:

Applications will only be accepted on the official application form (enclosed)

Attached CV’s will not be considered, either in lieu of the application form or in conjunction with it.

Attached sheets will only be considered where they are continuation sheets of a section of the application form where insufficient room was available to include all the necessary details.

7. It is the responsibility of the applicant to ensure an email or signed hard copy of the complete forms, together with the completed Equal Opportunities Monitoring Questionnaire, (please put in a separate envelope marked Monitoring Officer) is returned by:

Monday 24 July 2017 at 12 noon

8. Application forms received after this time and date will not be accepted.

9. Under section 8 of the Asylum and Immigration Act 1996, all successful applicants must provide Documentary evidence of their identity for verification and photocopying.

10. It is envisaged that interviews will take place during the week commencing 31 July 2017.

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Completed applications should be returned no later than 12 noon on Monday 24 July 2017

HR ManagerNI Chest Heart and Stroke

21 Dublin Road Belfast

BT2 7HB

Or recruitment@nichs.org.uk.

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Job Description and Person Specification

Job Title: Supporter Care Officer – Maternity Cover

Responsible to: Supporter Care Team Co-ordinator

Hours per week: 35 hours

Location: Belfast HQ, 21 Dublin Road, Belfast

Salary: £18, 070 per annum

Contract: Full time, Temporary – 9 months

Purpose of the role:

The Supporter Care Team is effectively the engine of the Fundraising Department, processing all fundraising income and delivering particular administrative support to Individual Giving income generating activities.

As a key member of this small, highly effective team, the Supporter Care Officer is responsible for leading on the administration of a number of key income areas and provide excellent supporter care.

Flexibility within the role and team is required, given the team’s broad scope and often shifting priorities.

A flexible and dynamic individual is required, with a passion for the cause: the role is ultimately contributing to care and prevention of chest, heart and stroke illness.

Key Tasks:

Direct Debit Administration:

● To lead on the administration of all aspects of NICHS’s Regular Giving Programme using NICHS’s supporter database, Raiser’s Edge in line with NICHS’s processes and banking legislation.

● To be the main point of contact for all direct debit enquiries including those from supporters, suppliers and within NICHS.

● To set up both individual and large volumes of direct debit gifts on Raiser’s Edge manually or using the data import tool Importomatic.

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● To prepare each new direct debit supporter’s ‘new instruction file’ and pass to Finance for submission to BACs.

● To download and action all ADDACs reports amending or cancelling direct debit gifts as required.

● To prepare and generate NICHS’s Direct Debit Electronic Funds Transfer collection file through Raiser’s Edge for submission to the Finance Department, on a monthly basis.

● To coordinate all correspondence to direct debit supporters, ensuring this is accurate, timely and in line with banking legislation and fundraising good practice.

● Assist in quality checking Direct Debit Campaign data received from Fundraising agencies and support on the reconciliation of large volume data received from agencies, and imported with data held on Raiser’s Edge.

● To support Management on Direct Debit Campaign reporting and analysis as required.

Give As You Earn Administration:

● To lead on the administration of NICHS’s Payroll Giving Programme using NICHS’s supporter database, Raiser’s Edge.

● To be the main point of contact for all Payroll Giving enquiries including those from supporters, suppliers and within NICHS.

● To help document NICHS’s detailed Payroll Giving procedures.● To download and manage the data from Payroll Giving Agencies, reformatting and

importing onto Raiser’s Edge.● To liaise with Payroll Giving Agencies on all payroll giving non starters.● To coordinate all correspondence to Payroll Giving supporters, including the set up,

print and mailing of thank you letters using Raiser’s Edge and Microsoft Office Mail Merge.

● To support Management on Payroll Giving Campaign reporting and analysis as required.

Excellent Supporter Care:

Respond effectively to supporter enquiries Ensure supporter information and gifts are recorded quickly and accurately. Ensure supporter communications are effected in a timely fashion, of a high

quality and personalised. Ensure Regular Giving Campaign supporter feedback and complaints are

responded to and recorded as per NICHS’s processes in line with good fundraising practice.

Keep up to date on the work of NICHS in order to respond to supporter queries.

Passion for customer service, attention to detail.

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General:

● Provide support to other members of the Supporter Care Team (Coordinator and other Officer) where Departmental priorities dictate particularly with regard to Donations in Lieu of Flowers donations.

● Ensure all data is handled in accordance with Data Protection Legislation.● To set up and maintain individual and organisational supporter records on Raiser’s

Edge.● Update Supporter Care Team Manual where changes to processes arise.● Undertake data cleaning and updates ensuring accurate supporter and gift

information is held on Raiser’s Edge.● Proactively capture key supporter information including email, home and mobile

phone details, supporter motivations etc ● Proactively promote the Gift Aid scheme to all donors recording all supporter gift aid

status.● To keep up to date on the work of NICHS

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Person Specification

Criteria Essential / Desirable How criteria will be assessedA minimum of 5 GCSE’s at Grade C or above

Essential Application form/ qualification certificates/Interview

At least 1 years demonstrable clerical/administrative experience in a busy office environment

Essential Application form/Interview

Proven knowledge and experience of database administration to include accurate data input and maintenance of records

Essential Application form/Interview/Assessment

Proven experience of working with numerical data

Essential Application form/Interview

Demonstrable knowledge and experience in the use of Microsoft Office, (in particular Word and Excel), email and internet

Essential Application form/Interview

Demonstrable experience of providing first class customer service combined with excellent written and oral communication skills

Essential Application form/Interview/Assessment/Referee feedback

Experience and/or knowledge of administering Direct Debits, donations and cash handling

Desirable Application form/Interview

Knowledge of the regulatory environment around any one or all of the following;Direct Debits Data Protection Legislation Fundraising Best Practice

Desirable Application form / Interview

Experience of working in a Desirable Application form/interview

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fundraising/not for profit or customer service organisation

*Full training for the role will be provided*

NICHS reserves the right to upgrade criteria should the volume of applications so warrant.

Terms and conditions of employment

2 satisfactory references are required, at least one of which must be from a current/most recent employer

Evidence of relevant academic and professional qualifications Evidence of relevant vehicle documentation Successful applicants must evidence their right to work in the UK (under the Asylum

and Immigration Act). This will be evidenced in the first instance by a passport or other forms of identification that will be outlined if no passport is available.

6 months probationary period

Benefits

25 days annual leave plus 10 statutory days (Pro rata) Salary sacrifice schemes available – Childcare Vouchers, Bike to Work, Translink

TaxSmart. Death in Service Scheme

This job description is not intended to be restrictive or definitive.

It is important to note that the responsibilities if the post may change to meet the requirements of the evolving services that the charity provides.

NICHS is an Equal Opportunities Employer

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Please return this section only

SECTION 1: PERSONAL DETAILS

SURNAME __________________ FIRST NAME(S) ______________________

TITLE (Mr/Mrs etc) _______ KNOWN AS _________________________

NATIONAL INS. NUMBER / / / /

HOME ADDRESS (including post code) ___________________________________

____________

_______________________________________________________________ ______

______

TEL NO [HOME] _______________ TEL NO [WORK] ____________________

MOBILE EMAIL ADDRESS ______________________

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Please complete in black ink

Post applied for: Supporter Care Officer – Maternity Cover

Ref Number: SCO/07/17

Closing Date: Monday 24 July 2017

All forms must be received by 12 noon on the closing date.

CV’s will not be accepted.

For Office Use Only

Applicant Ref: SCO/07/17/

Date Received: _______________________

Application Shortlisted:________________

Date of interview:_____________________

Application Form

_________________________________________________________________________

If the Person Specification states that access to a car is an essential criteria for the post please answer the following questions: -

Do you have access to a car YES___ NO___

Do you hold a current driving licence YES___ NO ___

___________________________________________________________________REFEREESPlease name two work referees [not relatives] one of which should be a present or most recent employer. A reference will only be sought from your current employer with your consent.1.NAME __________________________

POSITION _________________________

ADDRESS _________________________

__________________________________

TEL NO. __________________________

EMAIL ADDRESS ___________________

2.

NAME _________________________

POSITION ______________________

ADDRESS ______________________

________________________________

TEL NO _________________________

EMAIL ADDRESS _________________

Please indicate planned holiday arrangements or other dates when you are unavailable

From: ____________ To: ____________

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NICHS is under no obligation to take account of holiday arrangements but will endeavour to do so.

SECTION 2: EDUCATION

LEVEL

University, College, Secondary Education. (Starting with the most

recent)

DATES OF ATTENDANCE

EXAMINATIONS / SUBJECTS

TAKEN

RESULTS / GRADES

DATE ATTAINED

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MEMBERSHIP OF PROFESSIONAL BODIES WHERE RELEVANT:

SECTION 3: EMPLOYMENT HISTORY – PRESENT OR MOST RECENT POST

EmployerName & Address

Post Held DatesFrom/To

Reason forLeaving

Current Salary

Brief description of main duties and responsibilities: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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SECTION 3: EMPLOYMENT HISTORY (CONTINUED)

EmployerName & Address

Post Held & Main Duties / Responsibilities

DatesFrom/To

Reason forLeaving

Salary onLeaving

Please continue on a separate sheet if required

PLEASE GIVE DETAILS OF ANY RELEVANT VOLUNTARY WORK

__________________________________________________________________________

__________________________________________________________________________

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Section 4: MEDICAL HISTORY – Please give details of any periods of sickness over the last 2 years

Reason for Absence From To No. of days

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SECTION 5: SELECTION CRITERIA

IMPORTANT INSTRUCTIONS FOR APPLICANTS – PLEASE READ BEFORE COMPLETING

Please outline how you meet the essential criteria and any desirable criteria by providing clear and specific examples relevant to the criteria listed. Where possible please also give dates experience was achieved.

The selection panel will reach a decision on whether or not you meet each of the essential criteria on the basis of the evidence you supply. The onus is on you to provide sufficiently detailed examples in a succinct form to demonstrate that you have the experience of putting into use the competences that are needed for the post.

There is a strict word limit of 300 words per criterion

Please keep to the limit of 300 words per criterion. Any information over and above this will be removed during the admin check and will not be passed on to the short-listing panel.

It is recommended that you use the following model to describe your accomplishments: -

 

Challenge: Describe a specific example that relates to the criteria

 

Context: Explain the context or background to the example. Who else was involved? What were the particular circumstances etc?

 

Action: Outline the specific actions you took to meet the challenge

 

Result: Describe the result or outcome of your actions. Consider if, with hindsight, your actions were correct; what, if, anything would you do differently now; and what have you learnt from this experience.

Typed or word processed applications are preferable. If completing in manuscript, please ensure your copy is in legible block capitals

(Please continue on separate sheets if required.)

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Essential Criteria

A minimum of 5 GCSE’s at Grade C or above

At least 1 years demonstrable clerical/administrative experience in a busy office environment

Proven knowledge and experience of database administration to include accurate data input and maintenance of records

Proven experience of working with numerical data

Demonstrable knowledge and experience in the use of Microsoft Office, (in particular Word and Excel), email and internet

Demonstrable experience of providing first class customer service combined with excellent written and oral communication skills

Desirable Criteria

Experience and/or knowledge of administering Direct Debits, donations and cash handling

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Knowledge of the regulatory environment around any one or all of the following;

Direct Debits

Data Protection Legislation

Fundraising Best Practice

Experience of working in a fundraising/not for profit or customer service organisation

SECTION 6: DISABILITY

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The Disability Discrimination Act 1995 defines a disability as ‘a physical or mental impairment which has a substantial and long term adverse effect on a person’s ability to carry out normal day to day activities. Candidates with a disability will be given equal consideration. However to facilitate the interview process it is necessary for applicants to complete the questions below.

Do you consider yourself to have a disability which is relevant to the post you have applied for

YES ___ NO ___

Please indicate any particular arrangements you would require to attend interview

Please note candidates with a disability will have the opportunity to discuss their employment needs to enable NICHS to identify if reasonable adjustment can or should be made.

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SECTION 7: CRIMINAL CONVICTIONS

Has the applicant ever been convicted of a criminal offence (unspent only)?YES____ NO_____

If yes, please provide details of all offences, penalties and dates. _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Please note that having a criminal record will not necessarily be a bar to obtaining a position.

Is there any reason why the applicant cannot work with children/vulnerable adults? YES_____ NO ______

Is there any reason why the applicant cannot work in regulated activity? YES_____ NO______

N.B. Please refer to NI Executive document entitled ‘Changes to Disclosure and Barring: what you need to know’ for information on what is meant by regulated activity.

A copy of our policy on the recruitment of ex offenders is available on request.

SECTION 8: EQUAL OPPORTUNITIES MONITORING

(Return with your application form in a separate envelope)

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DECLARATION

To the best of my knowledge and belief the content of my application is accurate. If NICHS becomes aware that I have provided misleading or false information, I understand this may lead to the termination of my employment.

SIGNED ______________________________ DATE ______________________

NICHS is an Equal Opportunities EmployerPlease note that NICHS operates a strict no smoking policy

Monitoring Form

NICHS is an Equal Opportunities Employer and our policy is to ensure that no job applicant receives less favourable treatment on the grounds of Race, Religious Belief, Political Opinion, Gender, Marital / Family Status or Sexual Orientation.

Under the Fair Employment (NI) Act 1989, NICHS is required to seek the information below which will be treated in the strictest confidence and used for Monitoring purposes only. This sheet will be detached from the application form and will be made available to the Monitoring Officer only. Failure to complete and return this form will result in disqualification.

Please answer the following questions by ticking the appropriate box:

1. Gender: Male Female

2. Marital Status: Married Single Civil Partners

3. Community Background:

Regardless of whether they actually practice a particular religion, most people in Northern Ireland are perceived to be members of either the Protestant or Roman Catholic communities.

Please indicate the community to which you belong:

I am a member of the Protestant community: ____

I am a member of the Roman Catholic community: _____

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For Office Use Only

Applicant Ref: ________________________

Date Received: _______________________

I am not a member of either the Protestant or the Roman Catholic communities: ____

If you do not answer the above question, we are encouraged to use the residuary method to make a determination, which means that we can make a determination as to your community background on the basis of the personal information supplied by you in your application form/personnel file.

4. Age

Please state your date of birth: ________________________

5. Racial Group

My Nationality is: _____________________________________

6. Disability: The Disability Discrimination Act 1995 defines a disability as ‘a physical or mental impairment which has substantial and long term effect on a person’s ability to carry out normal day to day activities’.

Do you consider that you are a disabled person?

Yes: ____ No: _____

If you answered yes, please indicate the nature of your impairment by ticking the appropriate box or boxes:

Hearing impairment ___ Sensory impairment ___

Mobility impairment ___ Cognitive impairment ___

Learning disability or difficulties ___

Long-standing or progressive illness or health condition ___

Mental health condition ___

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