National Coordinator, Jump Rope for Heart Maximum term, Full time Title: National Coordinator, Jump Rope For Heart (JRFH) Team: National Fundraising Team Position type: 3 year maximum term, fulltime Reports to: National JRFH Sales Manager Company: National Company Hours per week: 37.5 Grade: 7 Location: Sydney Office Effective date: January 2014 ORGANISATIONAL CONTEXT The National Heart Foundation of Australia is an independent charity whose purpose is to reduce premature death and suffering from heart, stroke and blood vessel disease. As a federation we work together to achieve a national strategy, For all hearts 2013-2017 under the auspice of a Federation Agreement and we are guided by our shared organisational values: Visionary, Dynamic and Collaborative, Passion and Integrity. The National Fundraising Group Service is located in Sydney and is responsible for preparation and implementation of a five year fundraising strategic plan which aligns with the goals and objectives of the national For All Hearts Strategy 2013-2017. Our activities address the key fundraising areas of bequests, memorial giving, major gifts, direct mail, telemarketing, regular giving and major community events. The position of the National Coordinator, JRFH sits within the JRFH team of the National Fundraising Group Service (see organisation chart, attached). Note: The primary focus of this position will be JRFH but will broaden to include Community Fundraising coordination as it develops within the Heart Foundation during the course of the strategic plan. Position Purpose: Implement JRFH marketing plans to support the operation of the program and ensure the timely delivery of support materials. Conduct market segmentation and data analysis to assist with the ongoing development of the JRFH and community fundraising programs. Page 1 of 8
Key Accountabilities Accountabilities Major Activities Outcomes Planning and reporting Develop, maintain and disseminate a timetable for the delivery of JRFH and Community Fundraising materials To give managers visibility of delivery schedules and assist with the effective running of the programs. Monitor and report on JRFH performance, including the effectiveness of new approaches To enable program oversight and tracking against plans and to inform planning. Assist the JRFH Sales Manager in preparing monthly, annual and ad hoc reports as required To help ensure that the accurate, up to date information is available for management in a timely manner. Prepare, update and distribute program policies and procedures To facilitate currency and ease of program delivery. Program Development Test new and monitor existing procedures in all forms of direct marketing and processing To contribute to the ongoing development of the program and improve efficiency. Monitor, test and recommend advances in online Event fundraising To help increase income and improve engagement from donors. Keep up to date with state and territory fundraising legislation and regulations and regularly review program policies, procedures and materials To facilitate program consistency and compliance across the country. Page 2 of 8
Key Accountabilities Accountabilities Major Activities Outcomes Program Coordination and Administration Coordinate Direct Mail and Electronic Direct Mail campaigns along with any additional marketing initiatives To support the delivery of the JRFH and community fundraising programs to achieve optimal results. Work with the National Product Coordinator to negotiate prices, quality and delivery of materials and ensure stock levels are maintained. To ensure that materials including incentives and ropes are delivered and stocked in appropriate quantities, on time and within budget. Coordinate and administer expenditure including sign off of invoices To help monitor and manage expenditure against the program budgets. Provide input to the development of the program budgets To help set expenditure targets and meet return on investment guidelines. Manage relevant team pages on The Beat (intranet) To ensure staff have access to accurate and up to date information. Contribute to the development of online resources as required To help ensure the availability of engaging program materials. Monitor the JRFH and Community Fundraising mailboxes and online enquiries with assistance from the National Administration and Fundraising Assistant To enable all enquiries to be actioned appropriately and in a timely manner. Page 3 of 8
CHALLENGES: Delivering programs and maintaining strategic direction within the bounds of a federated structure/matrix management. The Heart Foundation relies on public donations which can result in some budget limitations Operate within complex Fundraising legislation environment DECISION MAKING: Independently Coordinate all materials with printers, mail houses and other agencies Manage data flow and processing guidelines between Heart Foundation and agencies Manage approvals process Manage data lists Work with internal processing and data team to ensure accurate and complete processing of donations Provide data analysis and reporting With input from National JRFH Sales Manager: Purchase incentives via the National Product Manager Develop, implement and evaluate annual operational plans Set annual program KPIs and budgets KEY COMMUNICATIONS: Internally: Regular engagement within the National fundraising team and when appropriate - divisional fundraising directors for Community FR activities. Keep Health, Marketing and Communications, Finance, Human Resources and other relevant staff informed of key activities Liaise with Health, Research and Marketing and Communications teams on an ongoing basis to obtain and approve content being delivered externally Externally: Meetings with suppliers both in Sydney and interstate Meetings with creative agencies KNOWLEDGE, SKILLS & EXPERIENCE Demonstrated experience in a Marketing or Fundraising discipline Strong teamwork skills in an influencing or matrix environment Project coordination or program administration experience Proven budget management skills Demonstrated experience working with data including targeting, segmentation, and data analysis skills Demonstrated drive for results Sound knowledge of and experience with databases Clear written and verbal communication with proven presentation skills, Demonstrated experience handling competing priorities whilst meeting deadlines and KPIs Proven campaign management/delivery experience Intermediate Microsoft Office skills (particularly Excel) Page 4 of 8
DECISION MAKING continued. Recommends The position provides recommendations to the National JRFH Manager and National KRA Lead Community Fundraising regarding any changes to operational plan and strategy The position puts forward concepts and proposals for the National JRFH Manager and National KRA Lead Community Fundraising Guidance The position is guided by Best practice fundraising guidelines and privacy legislation Annual budgetary limitations 5 year national fundraising strategic plan Direct Reports (position titles): Indirect Reports: Budget Management: None None Income: $0 Expenditure: $0 Page 5 of 8
Essential Competencies: Priority Setting: Spends time on what s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus. Organising: Can marshal resources (people, funding, materials, and support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner. Planning: Accurately scopes out length and difficult of tasks and projects; sets objectives and goals; breaks down work into the process steps; evaluates results. Drive for Results: Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottomline oriented; steadfastly pushes self and others for results. Managing and Measuring Work: sets clear objectives and measures; monitors process, progress and results; designs feedback loops into work. Informing: Provides the information people need to know to do their jobs and to feel good about being a member of the team or the organisation; provides individuals information so that they can make accurate decisions; is timely with information. Interpersonal Savvy: Relates well to all kinds of people, up, down, and sideways, inside and outside the organisation; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; can see hidden problems, looks beyond obvious and doesn t stop at the first answers. Composure: Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn t show frustration when resisted or blocked, is a settling influence in a crisis. Negotiating: Can negotiate skilfully in tough situations with both internal and external groups; can settle differences with minimum noise; can win concessions without damaging relationships; can be direct and forceful as well as diplomatic; gains trust quickly of other parties to the negotiations; has a good sense of timing. Page 6 of 8
ORGANISATIONAL CHART - NATIONAL FUNDRAISING National Director, Fundraising Adminsitration & Marketing Assistant National Jump Rope for Heart Sales Manager National Donor Direct Marketing Manager Supporter Services & Raiser's Edge Manager National Field Sales Representative, JRFH x 5 National Donor Direct Marketing Coordinator x 3 Business Analyst National Coordinator, JRFH National Coordinator, Big Heart Appeal Database Administrator Donor Liaison Officer x 6 Page 7 of 8
Approval: Manager Incumbent Name Signed: Dated: Name: Signed: Dated: Page 8 of 8