Supporter Care Administrator

The Role:
The Supporter Care Administrator plays a central role in enabling Pieta’s peer-to-peer and events based fundraising success by managing the efficient processing of income, maintaining accurate supporter and campaign records, and delivering high-quality supporter stewardship.

This role ensures that fundraisers, volunteers, and committees receive timely, accurate, and donor-focused communications and logistical support, helping to maximise participation, retention, and income.

Working closely with the Fundraising Manager, Fundraising Officers and other fundraising teams, the postholder will ensure data integrity, compliance, and smooth operational delivery across all peer-to-peer fundraising activities and events.

Key Responsibilities:

Income Processing & Reconciliation

·        Process and track incoming income from community fundraising activities, including third-party platforms, online donations, lodgements, cheques, and cash

·        Reconcile income records with finance systems and bank statements, ensuring accuracy and timely reporting

·        Prepare regular income reports for the Community Fundraising Manager, flagging variances or gaps

CRM & Data Management

·        Maintain and update the CRM system (Salesforce), ensuring clean and accurate data entry

·        Match income to supporter records and ensure campaigns are tracked appropriately

·        Support data segmentation and pulling of reports to help inform stewardship and campaign planning

Supporter Stewardship

·        Prepare and send tailored acknowledgements and thank-you letters to supporters in a timely and donor-centric manner

·        Draft warm and accurate supporter communications (e.g. local updates, impact messages, follow-ups), aligned with campaign tone and supporter expectations as needed

·        Support regional fundraisers and volunteers by ensuring that behind-the-scenes logistics run smoothly

Platform & Process Oversight

·        Pull regular income and activity reports from third-party fundraising platforms (iDonate, JustGiving, etc.)

·        Reconcile platform income and supporter data with finance records and ensure accurate, timely entry into Salesforce.

·        Help design and improve operational processes in collaboration with the Peer to Peer Fundraising Manager to ensure the team works as efficiently as possible

·        Ensure all activities comply with GDPR, financial policies, and organisational procedures.

Team Support & Coordination

·        Provide admin support to the peer to peer team, ensuring smooth communication and documentation flow

·        Work closely with the Donor Care Administrator and other fundraising teams to ensure a joined-up donor experience

·        Maintain shared team trackers, campaign calendars, and other operational tools as required

·        Use Pieta’s fundraising project management system (Asana) to plan, track, and deliver tasks, manage deadlines, and collaborate effectively across teams in line with departmental processes.

·        Carry out any other reasonable duties as requested by your manager.

·        Minimum 2+ years’ experience in an administrative, data, or supporter care role, ideally in a non-profit, membership, or fundraising environment

·        Strong skills in Excel (including formulas, v look ups etc, reconciliation, and reporting tools)

·        Experience using CRM systems (Salesforce highly desirable)

·        Excellent organisational skills, with a methodical and detail-oriented approach

·        Comfortable managing multiple income streams, data sets, and workflows simultaneously

·        Experience with donor communications, including writing thank-you letters and supporter updates

·        Proactive mindset with the ability to improve or create new processes

·        Strong communication skills, both written and verbal

·        Ability to work independently and as part of a team in a fast-paced, deadline-driven environment

·        Understanding of data protection and GDPR requirements as they relate to supporter information