Donation Processor

Role purpose

The Donation Processor plays a key role in ensuring the accurate recording, reconciliation, and processing of all income received by Southampton Hospitals Charity. This position supports the integrity of financial data, provides timely information to fundraising and finance teams, and ensures compliance with internal controls, charity regulations, and GDPR requirements.

Donation Processing & Banking

• Process and record donations via standing orders, BACS, and other channels, ensuring all supporting documentation is filed appropriately and in compliance with internal financial procedures and details are entered into Beacon CRM.

• Download, reconcile and process reports from online donation platforms and input details into Beacon CRM.

• Support with the secure storage, logging, and transfer of cash and cheques to the hospital s cashier s office in accordance with cash-handling procedures.

• Follow up bank reconciliation of cash and cheques and update Beacon and Xero accordingly.

• Liaise with fundraising team to identify and allocate income, resolving queries quickly and professionally.

• Update bank statement spreadsheet daily and share it with the wider fundraising team.

Database & Records Management

• Input and code donations into Beacon CRM, ensuring accurate allocation.

• Maintain electronic records to comply with financial, statutory, and GDPR regulations.

• Ensure timely transfer of income data from Beacon into Xero, supporting reconciliation and month-end procedures.

• Support the preparation of Gift Aid declarations and claims in line with HMRC regulations, maximizing eligible income.

• Work with Finance Manager to ensure that the necessary accounting and reconciliation processes are in place

Person specification

Knowledge and experience

• Experience working with CRM databases (we use Beacon)

• Some experience working with financial systems (we use Xero)

• Proven experience handling and processing large volumes of data accurately.

• Excellent attention to detail, organization, and ability to prioritise workload

• Strong reconciliation and problem-solving skills.

• Accurate handling of cash and cheques.

• Good IT skills including Microsoft Word, Excel, and Outlook.

• Clear and confident communicator with strong interpersonal skills.

• Ability to work to strict deadlines within a monthly finance cycle.

• Good understanding of GDPR and data protection requirements.

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Skills, abilities, and behaviours

• Ensure all work complies with charity regulations, financial policies, and legal requirements.

• Participate in training and continuous improvement initiatives.

• Contribute to a positive, collaborative team culture and provide support to colleagues as needed.

• Desirable: part-qualified or qualified in accounting (e.g., AAT, ACCA) and familiarity with Xero or similar accounting platforms.

• Experience working with Gift Aid and knowledge of HMRC rules.

• Experience working within a charity, NHS, or not-for-profit organization.