Philanthropic Finance Administrator (106564-0125)

For informal queries, please email Lucy Smith (Philanthropic Finance Executive) at lucy.f.smith@warwick.ac.uk.

Responsible for processing philanthropic donations to the University on behalf of the Development and Alumni Engagement team. Responsible for the financial administration of specific elements of stewardship and disbursement activities.

Primarily responsible for the receipt, processing and recording of philanthropic donations made to the University of Warwick in accordance with the Development and Alumni Engagement team procedures and University Financial Regulations, ensuring adherence to financial controls and maintaining computer and paper-based records accordingly.

Responsible for the processing of financial transactions for the Development and Alumni Engagement team using the SAP financial system, and in accordance with the Development and Alumni Engagement team procedures and University Financial Regulations, ensuring adherence to financial controls.  

We are looking for someone who will primarily be responsible for the receipt, processing and recording of philanthropic donations made to the University of Warwick in accordance with the Development and Alumni Engagement team (DAE) procedures and University Financial Regulations, ensuring adherence to financial controls and maintaining computer and paper-based records accordingly.

Responsible for the processing of financial transactions for DAE using the SAP financial system, and in accordance with DAE procedures and University Financial Regulations, ensuring adherence to financial controls.

Responsible for maintaining accurate scholarship details of those Scholars supported by Philanthropy Using SITS (our student database). 

Working with the Department Coordinators to ensure sufficient office supplies for DAE, advising them on products to be purchased based on availability from University Approved Suppliers and Purchasing Procedures. Liaise with external suppliers (e.g. travel agents, stationery & print suppliers, taxi firms, couriers) to obtain appropriate solutions.

Liaise with the central Finance Office, external suppliers, departmental staff, donors to the University, and banks to resolve queries/problems arising on financial transactions (e.g. non-cancellation of Standing Orders due to cease, cheques made out with incorrect payee). Provide a first-line response to finance enquiries.  

Responsible for the preparation and processing of Gift Aid claims according to HMRC regulations for the Gift Aid Scheme and advising DAE on the requirements of the scheme.  

Undertaking any other duties as appropriate, including general office and clerical duties.  To be prepared to occasionally work evenings and weekends to support departmental events. 

For further information regarding the skills required for this role please see the personal specification section of the attached job description.

Meet the team and find further information about Development & Alumni Engagement on our microsite.

Be Part of Our Future 

This is an exciting time to be joining the Development and Alumni Engagement Team (DAE) at the University of Warwick. We’re entering the early planning stages of a major new philanthropic campaign, which will significantly scale the ambition for the University’s fundraising and engagement activity.  

As a team, we in DAE believe in making a difference, collaborating, being solutions focused, and learning from our best performances. These behaviours are core to how we work together and how we achieve our ambitious strategy and celebrate our success.  

We have a major role to play in helping the University break down barriers to education and advance research. Our team, and donor community creates lasting value in society and the economy through supporting students, research, and facilities at Warwick. 

If you join us, you can play your part in making a real difference too. 

Born in the 60s with a mindset of boldness, imagination and collaboration, the University of Warwick is a world-leading research-intensive university with the highest academic and research standards. We’re one of the world’s top universities, ranked 67th in the world and 10th in the UK*, with 92% of our research assessed to be ‘world leading or internationally excellent’**. 

You'll be joining a diverse, innovative and globally connected community committed to igniting real world progress. Here at Warwick, we offer you opportunities to follow your ambitions as long as you bring the energy and determination to succeed.

*QS World University Rankings 2024

** Research Excellence Framework 2021

To find out more about us visit our website.

CLOSING DATE: Sunday 23rd February 2025 at 11.55pm

To apply, please click ‘Apply’ below and submit an application form by the closing date. Please plan for any potential delays as you will not be able to submit an application past this deadline (even if you opened the form at, say, 11.30pm).

Please attach a CV and cover letter.

• Your CV should include your most recent employment experience, any other relevant experience, and education history.
• Your cover letter must detail how you meet each of the essential criteria found in the Job Description document below (desirable criteria too, where possible).

Please see here for guidance on writing a cover letter. We highly recommend using individual criteria as headers and giving examples below, though you are free to format the letter as you wish.

To streamline our hiring processes, we can only accept applications via our official website, warwick-careers.tal.net.

Interview Date: w/c 03 March 2025

Start Date: ASAP

We will provide you with a great range of benefits, which include an attractive pension scheme, 26 days holiday plus Christmas closure, excellent learning and development opportunities, and savings on a wide range of products and services. We offer a generous maternity/paternity/adoption/parental leave policy, and onsite childcare facilities. 

We recognise the importance of a healthy work/life balance and offer you access to flexible working, for more information click here. 

We are proud to say that we are a Living Wage employer.

Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse, and inclusive working and learning environment.  We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued.  Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social, and cultural barriers that may otherwise prevent people from succeeding. 

We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here. 

The University currently holds a Race Equality Charter Bronze Award, Athena Swan Sliver Award and a Disability Smart Bronze Award. The University of Warwick is also one of the six founder institutions of the EUTOPIA European University Alliance. 

Disclosure & Barring Service (DBS)

The University of Warwick is committed to safeguarding and promoting the welfare of all those we work with. 

In line with the DBS Code of Practice, the successful candidates for any roles involving regulated activity, will be subject to a DBS check at the appropriate level. The University will take all necessary measures to ensure that any individual subject to a barring order does not undertake any work with the barred group specified (i.e. children and/or adults).

We expect all employees, volunteers, and partners to share our commitment to safeguarding.

Rehabilitation of Ex-Offenders

The University undertakes not to discriminate against anyone who makes a disclosure relating to a conviction. The information disclosed at application stage is only visible to the central DBS team (i.e. not recruiting managers) to ensure there is no bias during the shortlisting process.