Community Fundraising Administrator

Fixed Term Contract
Type of work: 
Galway Simon Community
Assisting the Fundraising Team with planned Christmas activities

Reports to: Community Partnerships Fundraiser 

Job Location: 18 Tuam Road Centre, Tuam Road, Galway

Contract Details: 2 month Fixed Term Contract 

Salary Details: Hourly rate 

Job Purpose:

Galway Simon Community is a registered charity that provides support and accommodation services to those who are homeless or at rick of homelessness in Galway.

The lead up to Christmas is typically the busiest time of year for Galway Simon Community’s fundraising department and in anticipation of the increase in activity the support of a fundraising assistant is required.  Dealing directly with supporters, the role requires an effective communicator and customer focused individual to drive supporter satisfaction through all planned fundraising activities.   

Main Duties & Responsibilities:

This post focuses on two main areas of activity:

  • To coordinate and facilitate the planned Christmas Appeals
  • To provide general administration and support to the fundraising team

The main activities associated with this position include:

Giving Tree Initiative

  • Circulate and coordinate completion of coded gift wish list to all Galway Simon services by Friday 10th November.
  • Liaise with external facilitators to finalise coded list.
  • Arrange collection, storage, sorting, and delivery of 250+ gifts in correlation with the food hamper and shoebox appeals.

Shoebox Appeal

  • Liaise with GSC service team leaders and the external organiser to clarify planned activities.
  • Liaise with marketing department regarding GSC involvement in the promotion of the appeal.
  • Be the internal point of contact for all enquiries from supporters wishing to make direct donations.
  • Arrange collection, storage, sorting and delivery of approx. 1000 shoeboxes in correlation with the food hamper appeal and Giving Tree initiative.

Food Appeal

  • Circulate and coordinate completion of food hamper requirements list to all Galway Simon services.
  • Draft and send letter of request to all Galway National Schools.
  • Liaise with marketing department regarding the promotion of the appeal i.e. social media / posters etc.
  • Secure transport and insurance to facilitate collection / delivery schedule.
  • Be the internal point of contact for all enquiries from individuals, schools and corporate donors wishing to make arrangements for food deliveries and collections.
  • Recruit and schedule volunteer support.
  • Arrange collection, storage, sorting and delivery of approx. 250 hampers in correlation with the shoebox appeal and Giving Tree initiative.

General Administration and Support

  • Maintain an efficient record keeping system of all gift-in-kind donations.
  • Provide support to a range of fundraising activities – including planning and attending evening and weekend events.
  • Draft and produce written supporter correspondence such as thank you letters, and other documents as required.


  • To carry out other duties as required as consistent with the responsibilities of the position.
  • Maintain confidentiality on all matters relating to staff, volunteers, clients and general Galway Simon Community Business.
  • To adhere to all Galway Simon Community Policies and Procedures.
  • To project a positive image of Galway Simon Community at all times.

Person Specification:


  • Previous relevant experience
  • Excellent interpersonal skills
  • Strong attention to detail and focus on accuracy
  • Proficient use of Word, Excel and Outlook
  • Ability to deal with confidential information sensitively and appropriatel.
  • Flexible, willing and able to turn their hand to multiple different tasks as the work requires


  • Full clean driving license
  • Access to own car
  • Previous project management experience
  • Previous experience working with a fundraising department
  • Enthusiasm and drive for fundraising for a great cause
  • Excellent relationship management skills
  • Previous experience of providing a proactive customer care experience
  • Proven track record of working proactively and flexibly within a dynamic and pressurised environment
Application details: 

To Apply:

Please submit your CV to . This is an immediate vacancy and given the nature of the role there is no closing date associated with the application process.

If you have any questions in relation to this position please contact the HR department.

All job offers will be subject to satisfactory pre-employment medical checks and Garda vetting.

Galway Simon Community is an equal opportunities employer and welcomes applications from all sections of the community.

Closing date: 
20 Oct 2017