Community Relations Administration Officer

							                                   POSITION STATEMENT

                            National Breast Cancer Foundation


Position title
Community Relations Administration Officer

Reports to
Manager Community Relations

Primary purpose of position:
To support the Manager Community relations and all members of the Community Relations
Team in the implementation of community programs and activities designed to provide an
integrated and cooperative approach to funding for breast cancer research.

Scope of position:
The Community Relations Administration Officer is:
• responsible to the Manager Community Relations
• liaise between members of the public approaching the NBCF to assist with community
   fundraising
• maintain databases of community fundraisers, Pink Ribbon Breakfast hosts and Speakers’
   Bureau
• record and receipt all monies raised or donated by community fundraisers and Pink Ribbon
   Breakfast hosts
• follow up on overdue monies from community fundraisers
• liaise with Corporate Express re community fundraisers’ merchandise and managing stock
   control
• produce written reports bi-monthly on the activities of the Community Relations Team.

Position dimensions:

Target income
This position will be contributing to the target annual income of the National Breast Cancer
Foundation of more than $13.2 million annually.

Key Relationships
The Community Relations Administration Officer is responsible for assisting and fostering
relationships with the public who contact the NBCF offering to assist with fundraising. Key
relationships include but are not limited to:
• NBCF Finance Team
• Community networks and individuals
• Staff and volunteers working on projects for the NBCF.
Key challenges:
The Community Relations Administration Officer is expected to:
• provide administration and finance support to Community Relations Team
• provide support to community groups, individuals and companies wishing to raise funds for
   research into breast cancer and encourage them to repeat their fundraising activities on an
   annual basis
• maintain database of Speakers’ Bureau
• maintain database of community fundraisers and manage the return of funds pledged to the
   NBCF by community fundraisers and cause-related marketers
• assist with the implementation of promotional programs to position the National Breast
   Cancer Foundation as the recognised and accepted recipient of funds for research into breast
   cancer.


Knowledge, skills and experiences required for the position
The Community Relations Administration Officer will demonstrate the following:

Skills
• Sound financial administration/bookkeeping skills
• Attention to detail
• Sound project management skills, with capability to meet deadlines and run several projects
    at once
• Excellent written and verbal communication skills and good telephone manner for the
    purpose of liaising with community fundraisers, developing relationships and fostering a team
    environment
• Excellent computer skills – Excel, Word, Outlook, Internet essential. (MYOB and MailMan
    an advantage)
• Willingness to learn a customized database program
• Ability to work in a team, as well as independently.

Knowledge and experience
• Knowledge of principles of marketing and communications
• Competent in producing consistent and regular recording and reporting of activity
• Knowledge of database management software desirable.

Personal attributes:
The Community Relations Administration Officer will be able to demonstrate the following
personal attributes:
• Empathy with people who have experienced breast cancer
• Diplomacy – an ambassador for the NBCF
• Good humour, sensitivity and diligence
• Ability to deal in a friendly and professional manner with a variety of community fundraisers
    and corporate supporters
• Ability to turn a negative response into an opportunity.
Core competencies for all staff
The following are identified as core competencies for all paid and volunteer staff of the National
Breast Cancer Foundation:
• Accountability for work outcomes
• Respect for individual differences and dignity
• Demonstrated commitment to learning, developing skills and sharing knowledge and
   information
• Working in partnership with others (teamwork)
• Flexibility to accommodate change.

Terms of employment
The following terms of employment apply to this position:
• a three month probationary period after which time and if agreed by both parties employment
   is made permanent
• annual performance reviews are conducted at the completion of each twelve-month period
• leave entitlements include four weeks annual leave, two weeks sick leave which is non-
   cumulative and 12 months unpaid maternity leave
• advice of resignation requires a minimum of two weeks notice.




 KEY ACCOUNTABILITIES

 Key result area        Major activities                                Measures
 Marketing and          Work collaboratively with and provide           Community networks receive
 promotion              operational support and advice in the           materials for special events and
                        delivery of special events and other            fundraising activities in a timely
                        fundraising programs involving community        way
                        networks.
 Communication          Maintain effective communication channels       Website, phone and written
                        with networks, community groups, finance        communications are available
                        team and community relations team               and accessible to community
                        colleagues                                      networks. Team members
                                                                        communicate readily and
                                                                        openly
 Administration         Ensure community fundraising activities are     Systems for banking are in
                        compliant with financial management             place for community
                        policies and procedures and budget              fundraisers
                        constraints.
                        Provide letters of authority to fundraise,      “Paperwork” is distributed in a
                        letters of support for potential sponsors,      timely way for use by
                        press release templates, return forms,          community fundraising groups
                     receipts and acknowledgment letters for         and cause-related marketers and
                     community fundraisers and Pink Ribbon           their funds receipted and
                     Breakfast hosts.                                acknowledged efficiently.
                     Maintain databases to ensure timely and         Timely and accurate data is
                     accurate input of data, reports/retrieval and   available regarding community
                     implementation of new applications              fundraising
 Speakers’ Bureau    Ensure database and folder of speakers,         Timely and accurate data is
 Administration      potential speakers and database of requests     available for co-ordinating
                     for speakers are up-to-date and accessible      requests for speakers.
                     for use by Bureau co-ordinator.                 Training venues available and
                     Arrange travel and accommodation for            ready to receive participants.
                     facilitator, co-ordinator and participants      Facilitator, co-ordinator and
                     when required for interstate training           participants arrive in a time for
                     sessions, keeping costs as low as possible.     training sessions.


Approved by: CEO ...……………………………………………...
Signed by:   Manager Community Relations ………………………Date:…….
             Community Relations Administration Officer (2) ……Date:……