Medcare Administrator Job Description

 Join our team and be a part of a dedicated group of professionals, working towards a common goal of providing a Lifeline for Ugandan Children.

Job Title: Charity Administrator for Medcare (UK Registered Charity Number: 1141700)

Salary: £15-20 an hour, dependent on experience

Hours: 20 hours a week

Reporting to: Mr Mike Taylor, Chairman of the Medcare Board of Trustees

Closing date for applications: 30th June 2024

Position overview 

The administrator for the charity Medcare plays a pivotal role in ensuring the smooth operation and administration of the organisation’s activities. This position requires strong organisation skills, attention to detail, and the ability to work effectively within a diverse team, both in the UK and Uganda, and a passion for making a positive impact in healthcare provision for Ugandan children.

Charity description

Medcare is a UK registered charity whose main aims are to provide health and social care for the many thousands of neglected, sick, needy children living in extreme poverty in rural Uganda. The main focus of our work is a community based paediatric medical centre, named the Wellspring Children’s Medical Centre, situated in the village of Kamutuuza in West Buganda, Uganda. This Medical Centre lies 60 miles south of Kampala, serving over 400,000 children living within a 20-mile radius of the village. Medcare has also funded the development of a Home for 42 disabled and disadvantaged children, named the Wellspring Home for Disabled Children. 

Medcare’s vision is to alleviate the medical, psychosocial and economic consequences of diseases in Ugandan children, through holistic health and social care and capacity building. This is to be achieved through providing individual children with accessible, affordable, high standard health; social assistance for the children and their families; hope for the future and security in their own identity; opportunities for education and future employment; counseling and care of young adults; a knowledge they are loved – by others and by God; a possible escape from the poverty trap.

Medcare is a Christian based charity. Our Christian beliefs and principles underpin all the activities of Medcare within Uganda. Medcare services are provided for families of every faith and belief.

Further information can be found on our website: www.medcare.org.uk

Key responsibilities

1. General Administration:

• Manage office operations including answering phone calls, responding to emails and handling correspondence.
• Maintain organised filing systems for important documents, such as donor records, financial reports and grant applications.
• Assist in the preparation of reports, meeting agendas and minutes, and other documentation as required.

2. Database and Records Management:

• Oversee the management of donor and volunteers databases, ensuring data accuracy and confidentiality.
• Generate reports and analyse data to support fundraising, donor stewardship and programme evaluation efforts.
• Maintain records of beneficiary information, programme outcomes, and impact metrics.

3. Financial Support:

• Support the finance team in processing donations, issuing receipts and reconciling bank statements.
• Assist with the preparation of budgets, financial reports and grant applications.
• Coordinate with external stakeholders, such as auditors and regulatory authorities, to ensure compliance with financial regulations.

4. Communication and Outreach:

• Assist in the development and dissemination of communications materials, including newsletters, leaflets, social media posts, and fund raising appeals.
• Respond to enquiries from donors, volunteers, and other stakeholders (including those in Uganda) in a timely and professional manner.
• Coordinate events, workshops, and awareness campaigns to engage the community and raise awareness of Medcare’s mission.
• Assist in maintaining the charity website and social media platforms with relevant updates and engaging content. 

5. Governance and Compliance:

• Support the Board of Trustees in organising meetings, preparing agendas, and documenting minutes. 
• Ensure compliance with relevant laws, regulations, and best practices governing charity operations.
• Maintain records of policies, procedures, and governance documents, and assist in their review and update as needed. 

6. Donor Relations:

• Acknowledge donor contributions promptly and with gratitude, including thank you letters and receipts.
• Maintain donor databases, ensuring accuracy and confidentiality of donor information.
• Assist in donor outreach and engagement efforts, including donor communications and stewardship activities.

7. Grant Management:

• Assist in researching and identifying potential grant opportunities that align with the organisation’s mission and programs.
• Support the grant application process, including gathering necessary documentation and submitting proposals. 
• Track grant deadlines, reporting requirements, and deliverables to ensure compliance.

Qualifications and Skills

• Previous experience in administrative roles, preferably in a healthcare and/or non-profit setting.
• Communication and people skills: Often being the first point of contact, the charity Administrator will need to possess excellent communication skills. The image of the organisation and its services relies heavily on the ability of the charity Administrator to communicate effectively and sympathetically with a wide variety of people, including supporters and stakeholders. 
• Time management skills: The charity Administrator will need to posses excellent time management and organisational skills to be able to deal with a multitude of tasks and a range of priorities.
• Information Technology skills: The charity Administrator will need strong IT skills and be competent in the use of most Microsoft Office applications including Outlook, Word, Power Point, Publisher and Excel.
• Problem solving skills: The charity Administrator will need to be practical, proactive, unflappable and able to use their initiative.
• The charity Medcare: The charity Administrator will need to have an understanding of the origins, mission and vision of Medcare and show a passionate commitment to assisting in the provision of life transforming and life saving services provided to thousands of Ugandan children living in extreme poverty, often sick, disabled and neglected. To show an understanding and empathise with the Medcare tag line – Medcare believes that no task is too great, or price too high, to save the life of a child.ected. To show an understanding and empathise with the Medcare tag line – Medcare believes that no task is too great, or price too high, to save the life of a child.

Employment Type

• Working from home or at the Medcare office in Frodsham, Cheshire. 
• Preferably self-employed.

Application Process

Interested candidates should submit a CV/resume and a cover letter outlining their qualifications and motivation for applying to the Medcare Board of Trustees for the role of Medcare Administrator.

Address for applications:             

Mr Mike Taylor, Chairman

Medcare

PO Box 163

Frodsham

WA6 1DF

Email: admin.medcare@icloud.com

This job description outlines the primary responsibilities associated with the position of Administrator for Medcare. Duties and requirements may be subject to change based on organisational needs and priorities.