JOB DESCRIPTION
Job Title:
Lottery Assistant
Job Location:
St Michael’s Hospice
Responsible to:
Lottery Manager
1.0
MAIN PURPOSE OF ROLE
Assist the Lottery Manager and team in administrative tasks as required. To be
responsible for all aspects of the Cash Collection rounds, Office cheque and card
rounds and Standing Order lottery payments. Collate all office figures in preparation
for the Weekly Lottery Draw, in conjunction with the Lottery Co-ordinators and
Manager.
2.0
PRINCIPAL RESPONSIBILITIES
2.12
2.13
2.14
2.15
Lottery Administration
Reconcile money to paperwork brought in by Collectors and deal with any queries.
Input data and record information in respect of all Lottery cash collection rounds.
Telephone Lottery members who have not been seen by the Collector to request a
card or cheque payment.
Prepare, print and distribute Lottery rounds on a weekly basis.
Ensure Collectors have all the relevant information relating to their rounds to enable
them to collect efficiently.
To communicate, by letter or telephone, with all longer term non paid members to
collect a payment, agree a more appropriate method of payment or confirm
cancellation of their membership.
Make all necessary effort and attempts to increase collections efficiency by
obtaining members telephone numbers/email addresses where possible.
Produce a weekly news document in order that all collectors are kept informed of
office/Hospice news, events and procedures.
Maintain effective filing systems.
Monitor efficiency of collection rounds and give guidance and assistance where
necessary.
Update Hospice website with weekly winning numbers and email to Hastings
Observer.
Ensure all collection rounds are covered in the case of collector illness/holiday etc.
Process all office cheque and debit card rounds
Open and action Lottery daily post
Print winning cheques and all weekly letters associated with the lottery draw.
2.15
Finance
Process and reconcile relevant card and standing order payments.
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
Last updated November 2016
2.16
2.17
2.18
2.19
2.20
2.21
2.22
2.23
2.24
2.25
Accurately record collectors commission figures and maintain secure and accurate
records of all payments.
Balance and bank all monies collected on cash collection rounds and office cheque
and debit card rounds to appropriate Lottery paperwork.
Collate all weekly lottery payments and figures in preparation for the Weekly Lottery
Draw.
Database
To accurately record, maintain and update information relating to cash collection
Lottery members on the StarVale system.
To assist with the input of lottery figures onto Sage on a weekly basis.
To ensure that data is recorded in an efficient and timely manner to maximise the
accuracy of the Lottery database.
Communication
To engage with all Lottery Collectors and volunteers in a, friendly, sensitive and
helpful manner. To build a good rapport with all Collectors.
Discuss any concerns or issues with the Lottery Manager.
Answer telephone and resolve queries in a professional and efficient manner.
To communicate any necessary information to Collectors to assist with their
collections.
2.26
2.27
Promotions
Prepare and assist with Lottery Special Draws, promotions and events
Attend and participate in Lottery promotions and events
3.0
ADDITIONAL RESPONSIBILITIES
To carry out duties with full regard to the Company’s Equalities and Diversity
Policies
3.2
To act as a responsible individual in relation to Health and Safety and be aware of
the responsibilities of all employees to maintain a safe and healthy environment for
patients, visitors, staff and volunteers
3.3
To ensure that all duties are carried out to the highest standard, and in accordance
with current quality initiatives within the work area
3.4
To carry out any other duties, within an appropriate level of responsibilities as
required
3.5
To undertake flexible hours as and when the need arises to maintain safe patient
practice
3.6
To ensure confidentiality at all times within the Hospice
3.7
To support and participate in the fundraising activities of the Hospice wherever
possible
3.8
To be an ambassador for the Hospice
3.9
To ensure that the disclosure and use of confidential staff information is both lawful
and ethical, and to recognise own responsibility for compliance with relevant
legislation
3.10 To promote, at all levels, the Company’s vision, values and strategic objectives
3.11 To hold DBS and Occupational Health clearances appropriate to the role. Note:
these are obtained and checked as part of the recruitment process and reviewed in
line with company policy or if a change in circumstances is declared or comes to
light.
3.1
Last updated November 2016
This job description is not intended to be exhaustive and may be reviewed at any time to
meet the needs of the business.
Last updated November 2016
PERSON SPECIFICATION
Post Title:
Department:
Lottery Assistant
Lottery
Essential Criteria
Education/
Qualification
Work
background and
experience
Skills/Ability/
Knowledge
Good level of secondary education
Good numeracy and literacy skills
Experience of working in a busy
department to deadlines
Experience of using databases for
input
Effective communication skills on
the telephone, in person and in
writing
Excellent interpersonal skills
High levels of attention to detail
and accuracy
Able to work both independently
and as part of a team
Ability to organise, manage and
prioritise multiple tasks
Personal
Qualities and
other
requirements
Desirable Criteria
Excellent computer skills – in
particular Word, Excel and Outlook
Physical requirements:
Able to work at a computer desk
(modified workstations available)
Able to play an active role in the
running of events. Including the
setting up of tables, chairs,
delivering and unloading goods
Ability to work some unsociable
hours ie evenings and weekends
Mental requirements:
Able to cope with projects/ tasks
running concurrently
Able to deal with changing
priorities and deadlines
Able to learn new techniques,
technology and systems within
Last updated November 2016
Experience of volunteers
Experience of working
within a financial
environment
Experience of Sage
Essential Criteria
reasonable time frame
Last updated November 2016
Desirable Criteria