Office and fundraising administrator (on-site, NG4 2NN) in Nottingham

Do you want to use your financial administration skills to make a real difference? Would you love the chance of supporting others whilst getting paid to do work that matters?

Tracheo‑Oesophageal Fistula Support (TOFS) is the only UK charity providing support and information to those born with oesophageal atresia and/or tracheo‑oesophageal fistula (OA/TOF). These rare congenital conditions can have long‑lasting consequences, and our mission is to inform and empower those affected to better equip them to live long and healthy lives. We get no statutory funding, and we’re very fortunate to have an amazing fundraising community. This year to date, almost 80% of our income was from members’ fundraising.

Job Title

Office and fundraising administrator

Reports to

CEO (dotted line to treasurer)

Location

Office‑based, at our office in Nottingham, NG4 2NN, UK

Salary range

£24,608 - £26,631 FTE (pro‑rata equivalent £11,972 - £12,955 for 18 hours)

Hours of Work

Part‑time (18 hours over minimum 3 days)

Contract Type

Permanent

Key areas of responsibility

• Managing and organising detailed information that underpins TOFS financial management
• Liaising with fundraisers and administrating and facilitating the fundraising process

What you’ll be doing

Financial management

• Accurate recording of income and expenditure
• Reconciling bank accounts in a timely manner and preparing basic financial reports
• Preparation for accountants for year‑end accounts
• Preparing annual Gift Aid claims for HMRC
• Initiating payments via online bank accounts
• Managing banking/saving relationships, maintaining efficient access and reporting
• Maintaining banking/saving mandates and ensuring record‑keeping remains clear, up to date and efficient
• Contribute to board reporting through accurate financial documentation and analysis

Fundraising/member administrative support

• Dealing with fundraising enquiries, and requests for information via telephone, email and post
• Maintaining communication with fundraisers and organised fundraising documentation
• Thanking donors, and creating personalised correspondence and other communication to support fundraisers
• Assisting with member administration, updating database, preparing reports
• Maintaining stock records for merchandise, office consumables and equipment
• Dealing with daily post runs, sending out shop orders, support materials, fundraising materials and thank you letters
• Supporting with Charity Commission compliance requirements
• Supporting with TOFS events and supporter engagement opportunities
• Undertaking administrative tasks and team support

What we’re looking for

Essential experience/knowledge

• Experience and proficiency with QuickBooks, or similar accounting software systems such as Xero or Sage
• A good understanding of basic accounting and bookkeeping
• Hands‑on experience with banking relationships, payment processing and invoice management
• Knowledge of CAF banking and payment systems
• Proficient use of MS Office, and comfortable using new fundraising platforms
• Attention to detail and accuracy in data entry and record keeping
• High level of organisation and reliability
• Experience providing administrative support as part of a busy team
• An empathic and enthusiastic communicator with a positive attitude
• Fundraising mindset with skills to recognise and encourage fundraisers
• The ability to work independently and as part of a geographically dispersed team
• Practical problem‑solving approach to operational challenges
• Someone who is trustworthy and able to work on own initiative

And even better if you have the following experience/knowledge

• Experience with charity/nonprofit financial management
• Experience of working in a small organisation
• Basic understanding of UK Charity Commission requirements
• Empathy and understanding for those affected by rare disease, and better still, OA/TOF
• Experience of working with volunteers
• Ability to look for continuous improvement opportunities

The team

The successful applicant will be part of a small and friendly team, reporting to the CEO, and will work alongside a team of committed and passionate volunteers. The challenges of everyday life, navigating the health and social care system and the sheer isolation of having a condition affecting the ability to swallow motivates all of us in the team to do our best. If you are looking for an inclusive, family‑friendly organisation which offers flexibility and a supportive culture with the opportunity to develop your skills and progress we would love to hear from you.

How to apply

You must be based, and hold the right to work, in the UK to apply for this position. This is an office‑based role, based in our office at NG4 2NN.

Please send your CV and supporting statement to diane@tofs.org.uk. The supporting statement (500 words max) should clearly outline how your skills and experience match the responsibilities of the role. CVs without this covering statement will not be considered.

If you have a health condition that prevents you from following the steps above, please email us regarding alternative ways to apply.

Deadline for applications: Wednesday, 1st July, 2026 at midnight. We advise candidates to apply early as we reserve the right to close applications ahead of this date, or extend, if we don’t find the perfect fit.

We do not wish to receive contact from agencies or media sales.

Applicants will be shortlisted for telephone interview initially and subsequent shortlisted candidates will be invited to take part in a competency‑based task interview on Teams or Zoom.

If you would like to discuss the role further, please email chief executive, Diane Stephens, diane@tofs.org.uk to arrange a telephone conversation.

Applicants must be fully fluent in both written and spoken English. TOFS is a non‑smoking organisation. We are an equal opportunities employer.