Position Description
Position Title:
Donor Database Administrator
Department:
Fundraising
Reporting To:
Direct Mail and Digital Fundraising Manager
About Guide Dogs Victoria
Guide Dogs Victoria transforms lives of Victorians living with vision impairment by providing
freedom and independence through a range of free services. Funded by generous donations
from the public, our Guide Dogs become a guide, a symbol of freedom and a best friend. We
also work with children from 18 months of age to develop the skills and confidence to fulfil
every opportunity and support individuals impacted by stroke and brain injury to assist their
transition in coping with lifestyle changes, utilising their remaining vision and other senses
to regain safe and independent mobility.
Purpose of Position
To work with the Fundraising Manager and the Donor Database Coordinator to process
donations, maintain Guide Dogs Victoria’s donor database.
Reporting Relationships
The position reports to the Fundraising Manager and works closely with the Donor Database
Coordinator.
Position Responsibilities
Assist with the maintenance of an accurate donor database to support the direct mail,
regular giving, major gifts and planned giving/bequest programs by daily processing of all
donations received.
 Opening of all donation correspondence and returns.
 Processing, data entry, banking and receipting of donations on a daily basis
 Recording of all donations against appropriate campaign codes.
 Updating of all donor records from information received via appeal mail returns, and
on-line transactions.
 Answering donor enquiries that come through donations hotline and taking phone
donations.
 Ensuring that the privacy of and access to donor records and the security of the
donor management system is restricted to relevant personnel
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Assist with donor recognition programs by
identifying those donors who require special acknowledgment and pass this
information onto appropriate personnel, by preparing a regular “Refer To” listings.
 Updating of all donor records from information received via appeal mail returns.
 Answering donor enquiries that come through donations hotline and taking phone
donations.
 Ensuring that the privacy of and access to donor records and the security of the
donor management system is restricted to relevant personnel.
 Working with the wider fundraising team to establish their monthly social media
needs.
 Assisting the Fundraising Manager in additional activities such as production of
house appeals, online and donor engagement.
 Ensuring all donors are connected to their relevant customer journey and
communications strategies adhered to.
Other Duties
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Complete other duties as related to departmental objectives as requested by the
Fundraising Manager.
Attend and effectively participate in meetings as necessary. This includes
appropriate preparation and being punctual.
Tasks and duties may involve sitting at a desk and completing computer based tasks
and/or data entry task for extended lengths of time, with breaks taken as
appropriate.
Key Outcomes
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Project and task delivery on time and to standard.
Evidence of strong collaboration and integration with fundraising team activities.
Smooth office operations and communications.
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Position Selection Criteria
Essential:
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Skills and experience working with relationship management systems/databases
(experience in Salesforce system desirable, and Microsoft office skills.)
High competency in data entry with a high level of accuracy and good speed.
Strong Administration skills with excellent attention to detail.
Strong communication skills (both written and verbal) to manage relationships with
a variety of stakeholders including supporters, suppliers and colleagues.
Polite and friendly phone manner.
Excellent time management skills, organisational skills.
Ability to work well within a team, as well as independently, assuming responsibility
for nominated tasks.
Ability to work under direction while maintaining initiative, and ability to follow
through with all tasks – accountable and reliable
Ability to be flexible, adapt to varying workloads, and to effectively manage multiple
tasks – organised and time efficient.
Ability to demonstrate commitment and dedication to department and
organisational goals and objectives.
Must be comfortable working with and around dogs.
Skills:
The position requires sound levels of expertise in developing and demonstrating:
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Communication
Organisational knowledge
Project and task management
Administration and attention to
detail
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Leadership and being accountable
Professional Development
Teamwork and collaboration
Problem solving and continuous
improvement
Personal Attributes:
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Mature and professional in approach and presentation.
Presents people with a disability positively and educate others in the community.
Demonstrates confidentiality and diversity awareness.
Is outcome focussed and follows through with commitments.
Is flexible: adapts to changing circumstances, and prioritises work and addresses
what is important.
Is collaborative: works with others to achieve common goals, and engenders
teamwork.
Works effectively with Volunteers.
Manages time and uses tools effectively to assist with planning and organising.
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Demonstrates appropriate interpersonal skills, active listening, empathy, social
awareness and emotional intelligence in communications, problem solving and
conflict resolution.
Adopts personal accountability in own role.
Maintains organisation’s image and reputation in context of own role
Demonstrates commitment to live the Values and Behaviours of Guide Dogs
Victoria.
Demonstrates a strong client and customer focus and a commitment to person
centred service practices.
Able to manage the physical demands and requirements of the job.
A satisfactory background check (including an International and National Police
Check and Working With Children Check).
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