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Patrons Administrator
Patrons Administrator
Royal Academy of Arts
Post Date: 13 Apr 2022


Patrons Administrator

Major Gifts & Campaigns Department

Permanent, Full-Time Contract

£22,984 per annum plus a generous company pension and other attractive benefits

All our roles are based at our iconic Piccadilly site, with an agile working policy in place (we are more than happy to discuss our approach further as part of the interview process!) 

To apply for this position, candidates must complete the Application Form. For further information about this role, and to find our application form, visit our website at: www.royalacademy.org.uk/careers

About the Royal Academy of Arts and Patrons Team

The Royal Academy of Arts (RA) is one of the UK’s foremost arts institutions and our vision is to be a clear, strong voice for art and artists. We are an innovative, forward-looking and commercially astute organisation that receives no government operating subsidy. The 2.5-acre campus in Mayfair unites our two buildings and features three main gallery spaces which display changing art and architecture exhibitions.  In addition, we have a state-of-the-art Lecture Theatre, a Learning Centre and a dedicated Collection Gallery in 6 Burlington Gardens. All of this surrounds the RA Schools, the postgraduate art school which is at the heart of our mission.                                                                                                                                                                     

About this role

We’re looking for a highly organised administrator with fantastic communication skills and a naturally flexible and team focussed approach to join our Patrons team, within our wider Major Gifts & Campaigns Department. Our department focuses on recruiting, carefully looking after and retaining our Patrons.

The Royal Academy Patrons team plays an essential role in the broader Development Department of the Royal Academy; we receive no government funding. We rely partly on our Patrons’ support in fulfilling our core mission, including our world-class exhibition programme, our Learning department, and the RA Schools. In return for our Patrons’ support, they receive access to exciting and exclusive events, ranging from behind-the-scenes tours, opening receptions, patrons previews and visits & talks with Royal Academicians and students, and international travel.

Why join us? 

You will be joining a team who are passionate about what they do, where they work and really care about the success of the people and the organisation. We really do put people first in the decisions we make and listen to your views before acting. We also offer a variety of benefits (some pretty unique to us!) 

  • Enhanced Pension Scheme (employer contributions of up to 10% of your salary) 
  • Access to all our Exhibitions, in addition to Exhibitions with our reciprocal partners (other cultural institutions across the country) 
  • Access to Staff Events held at the RA 
  • Enhanced Holiday (25 days, plus an extended Christmas break) 
  • Employee Assistance Programme 
  • Give as You Earn Scheme to donate to a Charity of your choice 
  • Cycle to Work Scheme 
  • Discount in our Cafés and Shops 
  • Employee Council, where your views can be shared and listened to 
  • Employee Choir, Life Drawing Classes and a variety of Employee Clubs, run by employees for employees, from football to crafts.                                                                                               

How to Apply

To apply for this position, candidates must complete the Application Form. For further information about this role, and to find our application form, visit our website at: www.royalacademy.org.uk/careers   

Due to volume of applications if you have not heard anything within 10 days after advert closure, please assume that your application has been unsuccessful on this occasion. 

Closing date for applications:         20 April 2022 

Interviews likely to be held:              w/c 25 April 2022


Job title:                      Patrons Administrator

Department:                Development Department

Reports to:                  Head of Patrons


  • To assist and provide comprehensive administrative support to the Patron Team in the successful recruitment, stewardship, and retention of Patrons of the Royal Academy of Arts.                                                                                                                                                                                                                                                                                            


  • Act as the first point of contact for Patrons/Prospects on the phone and via the Patrons office’s general email address and manage those enquiries, forwarding details to the relevant member of the team.
  • Actively work with current Patrons on renewals and recruit prospective Patrons who come through general inquiries, developing relationships and further support.
  • Responsible for the administration and financials related to all Patrons memberships. From co-ordinating monthly renewal letters to processing renewal memberships and handling all direct debit processes.
  • Liaise with the Finance team on the processing of Patrons’ donations including Gift Aid and HMRC related queries.
  • Work with Patron Managers to ensure all Patrons and prospects records on database (Tessitura) are regularly and accurately updated.
  • Maintain the CRM database (Tessitura) effectively ensuring that all relevant correspondence and documentation is recorded in a timely and relevant manner. Ensure all donations are thanked appropriately and promptly and that stewardship processes are in place and followed by the Patrons Team.
  • Produce reports from the Development database (Tessitura) as requested by the Patrons Team for mass mailouts, event invitations, event reports etc.
  • Extract data for fundraising mailings, liaising with other departments as required.
  • Working alongside the Patron Managers to record RSVPs for all Patrons events and ensure that the Development Database, and the relevant diaries of RA staff are up to date.
  • Manage the Patrons inbox with input from the Patron Managers, including Patron enquiries and new Patron prospects via online forms.
  • In collaboration with the Ticketing Team, book all requests of exhibition tickets from Patrons via the inbox and over the telephone.
  • This position is the main point of contact when managing events on Tessitura. Liaise with the Ticketing Team in order to build all Patron events on the database, manage RSVPs and pull reports on attendance.
  • Attend Patron events (in person and virtually) to ensure events run to schedule and guests’ requirements are fully met. Liaise with Royal Academy departments to record attendance of any Patrons at any external/off site events.
  • Work closely with the Events Team, Patron Managers and Head of Patrons to assist with the planning, organisation, scheduling, and hosting of patron events, including the individual management of selected events each year.
  • Ensure that all invoices for expenditure are processed in an accurate and timely manner and all financial procedures, including membership administration and income recording, are adhered to.
  • In collaboration with the Comms Team collate and organise content for the Patron newsletters.
  • Alongside the assistance of the Head of Patrons, create and send out wordfly invitations to all Patrons for each programme of events.
  • Ensure all Patrons accreditation details are effectively administered and updated as required for all communications including RA publications such as the annual report and the RA magazine.
  • This role is the main contact for the organisation of reciprocal visits with our colleagues in London and International Arts organisations.
  • Provide high levels of stewardship to existing patrons.
  • Support the Patrons Managers in developing and maintaining relationships with current and potential Patrons.
  • Liaise with the PRA office for the event schedule and thank you letters to top level Patrons and assist with tasks including the RAT meeting, mail merges and extracting data from Tessitura.
  • Train new members of the team on processes including Wordfly and Tessitura.
  • Work collaboratively with colleagues across the Development Team to share prospects and support the departments overall objectives.
  • Champion the interests and needs of Patrons within the Development department and the wider organisation.
  • Comply with all relevant Health & Safety policies, procedures and regulations and take appropriate and reasonable care for the safety of colleagues and visitors to the Academy.


Essential Skills and Behaviours

  • Relevant administration experience
  • Excellent interpersonal and communication skills: attention to detail and accuracy in written work essential
  • Good telephone manner: to ascertain nature of enquiry, taking and forwarding messages, dealing with urgent or unexpected demands and confident in dealing with mid to high level donors
  • Ability to prioritise tasks in an effective and timely manner as required with an understanding of deadlines
  • Team player: sharing and building on ideas, ability to take the initiative on occasion as well as joining and supporting other initiatives.
  • Must have a flexible and energetic approach to work and be prepared to work to tight schedules and under pressure.
  • Competence in use of all MS Office applications including Excel together with goodknowledge of databases.
  • Must be able to work in a demanding and fluid environment where demands and requirements are unpredictable and prone to last-minute changes.                                                           

Desirable (but not essential) Experience

  • A good working knowledge of Gift Aid
  • Specific knowledge of Tessitura database


London, UK

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