Are you interested in the role digital systems play in how arts organisations and cultural projects are managed?

Job Title: CRM & Systems Administrator

Reporting to: Project Manager, Director’s Office

Purpose of Job: To work with Partnerships and Philanthopy, Finance and across all Foundling Museum teams by providing excellent CRM & systems administration. This will support income generation, research, data capture and information security throughout the Museum. Responsibilities include managing and maintaining a CRM database of contacts, digital systems, records management, general administrative duties, HR and IT support.

Employment Status: Permanent

Salary: c£26,000-£28,000pa depending on experience

Working pattern: Full time, 35 hours per week, usually worked from 10 – 6pm. Flexible/hybrid working offered for up 40% of hours to be worked from home.

Application: Submit your application on BreatheHR 

Closing Date: Thursday 23 May

First interview date: Thursday 6 June 2024

Second interview date for shortlisted candidates: Thursday 13 June 2024 TBC


Job Description

CRM Administration & Finance Processes

  • Maintain and regularly update the CRM system by logging all applications made and pending, prospects, funding received, reporting deadlines, reports, thank you letters and all other supporter correspondence
  • Process donations, pledges and ticket payments from individuals, organisations and trusts and foundations, ensuring gift acknowledgements on CRM are up-to-date and any information related to gifts, grants and donations received is captured accurately and consistently
  • Day-to-day administration of the Museum’s Friends, patrons and corporate sponsorship schemes and 1700 Clubs, as directed by the Philanthropy and Partnerships team
  • Support the maintenance of accurate financial records of funded projects
  • Support the Finance team with Gift Aid administration as required

Data & Insights

  • Assist in data capture and gathering, including statistics or insight to support reporting, business cases, reports and funding bids
  • Research trusts, businesses, and individuals with a view to identifying potential supporters and maintaining an up-to-date and accurate records of such contacts, updating the team, CRM and prospect pipelines on changes to information
  • Ensure that strict confidentiality and GDPR legislation and guidance is adhered to in all aspects of recording data and sharing information in research profiles
  • Work with internal teams to appropriately segment and steward new contacts through the CRM, including making data selections for email marketing campaigns.
  • Monitor data quality by regularly creating and executing processes to cleanse and standardise data in the CRM
  • Help to ensure income from visitors is maximised via Goodbox, Beacon, on-site signage and communications etc, and, with support from the Visitor Engagement, Commercial & Operations & Communications teams, move every customer on to their next step of supporter journey, evaluating touch points and messaging both onsite and online

Organisational Infrastructure

  • Schedule priority internal meetings, including all-staff meetings, diary meetings and training sessions
  • Support Project Manager: Director’s Office with Leadership & Governance, including setting up and scheduling of Trustee meetings, ensuring hybrid options are delivered, catering etc
  • Arrange staff away-days, outings and celebrations
  • Deliver general administrative support to SMT and colleagues as required, including basic IT support and HR admin, as directed by the HR Manager
  • Manage the ordering of office items, including stationary and support users with IT inductions, including DSE requirements and checklists
  • Work the Project Manager: Director’s Office, and with all departments to understand and map requirements for an integrated digital infrastructure framework
  • Work with all departments to ensure that digital assets are stored according to data retention and records management best practice guidelines
  • Work with the Director of Commercial & Operations, the IT Working Group and IT Support contract via Cara Networks to support the smooth migration of data currently stored on shared physical drives, to SharePoint and other digital platforms, through a phased transition process
  • Facilitate the use, internal awareness and confidence with digital systems, creating and managing logins and taking responsibility for suspending user accounts when staff leave


  • To perform any other tasks as reasonably requested by the Directors, Project Manager: Director’s Office and Philanthropy and Partnerships team