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Director, Development & Alumni Services Candidate Information Pack




Employment Information

Job Purpose

Job Description

Organisation Chart

How to Apply


Introduction The University of Edinburgh For more than four centuries, our people and their achievements have rewritten history time and again. They’ve explored space, revolutionised surgery, published era-defining books, paved the way for life-saving medical breakthroughs and introduced to the world many inventions, discoveries and ideas from penicillin to Dolly the sheep. We have believed that anything is possible. We still do. The latest Research Assessment Exercise highlighted our place at the forefront of international research. This adds to our international reputation for the quality of our teaching and our student experience excellence. As a member of staff you will be part of one of the world's leading universities, with 22 Schools spread over 3 Colleges that offer more than 500 undergraduate and 160 postgraduate courses to over 30,000 students each year. Professional services are critical to this success as well as our world-class teaching, research and student facilities. In fact, we are one of the top employers in Edinburgh, with over 11,700 people spread across a wide range of academic and supporting roles. As a world-changing, world-leading university we are an exciting, positive, creative, challenging and rewarding place to work. We give you support, nurture your talent, develop and reward success and integrate academic, professional and personal career goals, as well as give your career the benefit of a great and distinguished reputation.


The Development & Alumni Department The Development & Alumni department exists to build a network of friends and supporters throughout the world and to enhance the work of the University. We do this by building long-term relationships with alumni, creating imaginative fundraising programmes and events and working in partnership with all areas of the University.  We fundraise in order to ensure that the University can continue to provide ground-breaking research; world-class facilities for students and staff; and scholarships to attract the very brightest from around the world to Edinburgh.   Fundraising staff specialise in relationship management and we pride ourselves on our ability to understand the motivation of donors, identify the areas of most interest to them, and ensure that their donations are used effectively to make a difference to their chosen project.  We have been very successful in this regard and last year completed a campaign for £350m, making it one of the largest and most ambitious campaigns outside North America.  Our next phase of fundraising is already underway, with a focus on the impact of philanthropy across the University.    We invest in building relationships with our alumni and this work is also critical to our future.  With some 210,000 graduates in over 150 countries we have an international network of ambassadors.  We are working to engage them in the life of the University through a programme of events (both UK and International), social media, and stimulating publications. The D&A Services team underpins this work by providing first class information and financial management.  Without rigorous and accurate information we would not be able to meet our ambitious goals and help to ensure the University has significant support from its worldwide community.


Employment Information Salary :


Department :

Development & Alumni Engagement

Contract :


Hours :


Reports to :

Executive Director, Development & Alumni

Job Purpose The Director will provide world class information management, financial and data systems to underpin the fundraising and alumni aspirations of the University and department. Development & Alumni (D&A) exists to secure funding and support to deliver the University's strategic priorities in estates, teaching, learning and research. The Director will devise, deliver and evaluate the Services strategy using international best practice for university philanthropic fundraising, communications and alumni engagement. Specific responsibilities include prospect research, financial systems, data analysis, systems development, project planning and delivery, infrastructure management and procurement The Director is a member of the D&A Senior Management Team and plays a key role in the development of the fundraising and alumni programme and is the principal contact for all reporting and insight. The post-holder directs the work of four managers with specific responsibility for information management, research, analytics and finance.


Job Description Main Responsibilities •

Work closely with the Executive Director and fellow Directors to ensure the delivery of a high quality, integrated fundraising and alumni engagement service to the University. Work to engage all Colleges, Schools and Support Groups in support of the University’s strategic objectives. Deliver an operational framework that will include prospect identification, research and management; management and analysis of income and expenditure; donor modelling and analytics; and database management and development. (20%)

Lead the creation of an integrated prospect management programme, including insight and traditional research, which supports the research needs of the fundraising and alumni teams. Ensure that the pipeline of prospects is being actively managed to provide fundraisers with appropriate and sufficient prospects who will fund some of The University’s Strategic Projects. Ensure that other research needs are met, which will include briefings for events and information on alumni engaged with the University. Oversee this programme to ensure that it plays a key role in ensuring financial targets are met. (25%)

Deliver the most effective and efficient financial operation possible. Provide essential services for the department, Colleges and Schools by providing financial systems which ensure income and pledges are accurately recorded and tracked and that HMRC, OSCR and the Charity SORP regulations are all met. Oversee the distribution of donated funds to the designated area of the University. Ensure at all times that information is accurate and available in a timely manner in support of overall objectives. (15%)


Develop the strategy for information management and ensure that the team maintains and develops the CRM database system (ThankQ) to meet changing business requirements. The database tracks donors and potential donors, all financial information and any information required to monitor the engagement of alumni through events, publications and digital media. Ensure that the database management is rigorous whilst meeting all regulatory requirements. Work with the International Office, and particularly the office in New York, to ensure that information is being managed in line with fundraising requirements, D&A protocols and Data Protection. Ensure that The D&A team are appropriately trained on the CRM system and kept regularly updated on developments. (15%)

Act as Assistant Secretary to the Development Trust. Keep abreast of professional and regulatory developments in charity administration and higher education fundraising and act as the University expert in all regulatory and statutory matters relating to philanthropy. This includes OSCR, HMRC and issues related to ethical fundraising. The post holder is the Freedom of Information and Data Protection practitioner for the department, ensuring the department operates within legal guidelines and responds to request within legal time frames. (15%)

Contribute to the overall management of the Department, managing the department budget and ensure the effective operation of Development & Alumni Engagement. Ensure that the team has adequate information and effective equipment and systems to meet their needs. (5%)

Undertake all staff management, monitoring and development of all members of the Services team, setting objectives and appraising performance regularly and as part of the University’s professional development plan. (5%)


Planning & Organising The post holder will plan the strategic operations of Development & Alumni for up to five years ahead, anticipating legislative and technological changes, developing a strategy in accordance with the annual planning round and the needs of the University and department. Create a new integrated programme of research and ensure that it responds to the needs of the department and the ongoing challenge of providing a pipeline of potential donors. The postholder will be responsible for ensuring comprehensive training is provided. On a monthly basis, organise the Services team, update action plans and objectives and monitor progress, compiling reports for the Executive Director. Responsible for the preparation of the University of Edinburgh Development Trust annual report and accounts and organise the annual audit ensuring they are unqualified and lodged with the OSCR (the charity regulator in Scotland). S/he will also oversee monthly HMRC submissions and ensure that the University is compliant with Gift Aid and all other relevant tax and regulatory frameworks. Set the overall strategy to ensure the prospect management process works effectively. This will include overseeing the development of appropriate systems and helping to resolve any issues that hinder the advantageous distribution of prospects. Evaluate and analyse the results of services, and prepare forecasts for future developments. This will include capital projects including major database developments, finance systems development, and IT software and hardware upgrades. The post holder will also ensure staff are adequately trained and supported, allowing them to carry out their duties as effectively as possible. The post holder will work with the Executive Director to plan the department budget, prepare submissions to the annual planning round, budget and forecast meetings. 9

Problem Solving The post holder will devise innovative programmes for analysing performance and will proactively provide data to help understand business success. Develop a programme of sophisticated predictive donor modelling to ensure that income is maximised. The post holder will work with colleagues and University stakeholders to provide effective solutions to planning and database problems, to satisfy users and maximise the effectiveness of resources. The post holder will work closely with Development Managers and the Research team in identifying and pursuing strategies which lead to the cultivation of high net worth individuals, and resolve issues of resource allocation within the Services team. The post holder will resolve problems relating to donations and disbursements for department staff, University staff, Trustees and Board members, and donors. This will require an understanding of regulations and procedures for both UK and USA tax systems, and the charity regulators in Scotland and the US, to understand the implications of noncompliance. The Director will provide solutions to Development Managers when issues arise in the course of their work, and on occasions when conflicts of opinion occur.


Decision Making The post holder will use professional judgement and experience to assess the most effective means of achieving campaign goals within D&A Services. The post holder will be expected to act with a considerable degree of autonomy, within the strategy agreed with the Executive Director. The post holder will advise on and influence all aspects of Services policies. The post holder will be expected to anticipate difficulties, take timely action to overcome obstacles and manage risk. S/he will make sensitive decisions on a case by case basis to ensure that all activity adheres to University policy on fundraising and ensure that all staff are aware of department policies when planning events and dealing with the needs of donors and alumni. Relationships The post holder will have a wide range of contact with senior staff in the University including in ERI, Careers, Planning, Records Management, Registry, Procurement, Finance, IS, Colleges and Schools. The post holder will interact with senior external stakeholders including suppliers and consultants. They will communicate regularly with the Executive Director, Vice Principal for External Engagement, and senior managers of the University; discretion and integrity are paramount. Excellent working relationships with the senior volunteers including trustees of the University of Edinburgh Development Trust, USA Development Trust (for US donations and IRS regulatory requirements) as well as the University Regents. Close liaison with the International Office in Edinburgh and the University offices in Mumbai, Beijing, Sao Paolo and particularly New York is important. Excellent inter-personal skills are essential for dealings with staff on every level, ensuring that the department is fully briefed on Services requirements. 11

Knowledge Skills ad Experience The post holder must have extensive experience of developing innovative solutions and practical implementations for strategic change, particularly in the use of IT developments. This used with an awareness of likely changes in economic, social and governmental and technological environment. You must be professionally qualified with a degree or equivalent in a relevant subject. You must have extensive experience including a minimum of 5 years operating at a strategic management or expert level. An understanding of fundraising and philanthropy is essential and particularly an appreciation of the role of research in fundraising success. A very keen interest in research, insight and analysis of data is essential. A detailed understanding of Universities as complex, public sector organisations is essential as well as an interest in and knowledge of factors affecting higher education in the UK.

Dimensions and Context The post holder will lead the Services team, line managing two Managers with a further fourteen team members. The D&A Services team will maximise the effectiveness and efficiency of the department, improving the ability of the department to engage with its 210,000 increasing base of alumni and donors, and providing excellent systems to handle in excess of 25,000 annual donations.



Development &

PA to Executive Director Ali Bryden

Office Manager Angela McEwan

Director of Principal and Major Gifts

Director of Development and Alumni Services Vacancy

Chloe Kippen Development Assistant, Major Gifts Jenny Durkin

Finance Manager

IT Projects Manager Jenny Shaw


Development Manager Research Lizzie Robinson

Develo Assis Major Vaca

Insight Manager Paul Weighand

CSE – Head of Major Gifts

Development Manager


Vacancy Emma Lacroix

Finance Assistant Christine James

Application Support Analyst Vacancy

IT Manager

Research Officer Jill Bruce

Jonathan Bruce

Business Intelligence Analyst Jennifer Stewart

Prospect Management Officer


Development Officer Law Anna Gibbons

Systems Assistant

Systems Assistant

Chris Bobby

Michele Riva

Development Assistant, Research Morag MacKenzie

Development Manager University Projects James Clayton-Jones

Development Officer R(D)SVS

Sandra Chilton

Development Officer Library & Collections Leisa Thomas

Data Assistant Nathan Webb

Development Officer Biological Sciences Craig Rutherford

Development Officer Geosciences Sanne DijkstraDownie

Development Officer SCE Vacancy

26 June 2013 14

& Alumni - Organisation Chart

University Secretary Sarah Smith

Executive Director, Development & Alumni Kirsty MacDonald

Director of Scholarships, Legacies and Regular Giving Mairi Rosko

pment stant, Gifts ancy


Development & Alumni is part of the portfolio of Senior Vice Principal, External Engagement, Professor Mary Bownes

Director of Alumni Engagement

Secretary to the General Council (Honorary) Mike Mitchell

Jane Denholm

Assistant to the Secretary of the General Council Mary Scott

Alumni Manager, Schools & Colleges CJ Cochran

Development Assistant, Scholarships, Legacies and Regular Giving

Sam Myers

Alumni Administrator Vacancy Development Manager, Scholarships Hannah Schlesinger

Development Officer, Scholarships Neil Burns

Development Manager, Regular Giving Gordon Cox

Development Officer, Regular Giving

Legacy Manager, Legal Estates

Individual Giving Officer

Morag Murison

Kerry Mackay

Digital Comms. Officer Sonia Mullineux

Alumni Manager, Engagement

Alumni Manager, International

Beth Munro (on maternity leave)

Mariana West

Alumni Manager, International Rachelle Norry

Head of Donor Relations Heather Wallace

Tessa Birley

Comms Officer Brian Campbell

Donor Relations Officer Natalie Fergusson


How to Apply

The recruitment process is being managed by Mairi Shirley from Execucare, all enquiries should be directed to her on 078 1333 7483 To make a formal application you need to email a copy of your CV along with a short Covering Letter to Your covering letter should be addressed to : Mairi Shirley Director Execucare 71-75 Shelton Street London WC2H 9JQ And your Covering Letter really doesn't need to be more than a page.