Philanthropy Officer

Government & Defence
Government - State
Full time
Posted 4d ago

State Library of New South Wales

Philanthropy Officer, Clerk Grade 5/6
State Library of NSW Foundation


  • Ongoing, full time role
  • Unique opportunity to join one of NSW's leading cultural institutions
  • Flexible working conditions

About the State Library
The State Library of New South Wales is one of Australia's oldest and most important public institutions. Collecting actively since 1826, the Library preserves and presents the social, cultural and scientific history of our State and our Nation for the benefit of all. Its rich collections, both physical and digital, alongside partnerships with the public library network across NSW and other vibrant collaborations enable Australians to examine their past and imagine their future. In short, the Library occupies a unique position at the very heart of our civil society.


The State Library of NSW Foundation leads a diversified and sustainable philanthropic program to support the mission of the State Library of NSW. The Foundation takes a leading role in building and maintaining strong relationships between the Library and its Friends and supporters, donors, sponsors and business partners.


About the Role

The Philanthropy Officer provides high level business and engagement support for private benefaction programs of the State Library of NSW Foundation. The key accountabilites are:

  • Develop and foster effective relationships with key stakeholders, donors, members and partners by responding to and resolving complex enquiries and issues with tact and professionalism to ensure the provision of accurate information and the timely and effective resolution of issues.
  • Coordinate and manage records and databases such as the Foundation's CRM database, complying with administrative systems, processes and policies, to ensure that all information such as donor records are accurate, stored correctly and are accessible. 
  • Gather and collate information for, and prepare documentation and reports on branch performance, as well as make recommendations to improve efficiency, cost management and service delivery. This includes managing the Foundation's CRM database including receipting of gifts, banking, and generating renewal lists, running financial reports and facilitating reconciliations.
  • Provide a range of administrative and support services to meet the business needs of the branch including secretariat services for the Foundation Board and Trustees; preparation of Board and Trustee papers; assistance with the Annual Report and Annual General Meeting; planning and delivery of donor events including developing invitation lists, preparing invitations, arranging venues, catering and preparing run sheets and speech notes. 
  • Prepare donor communications including updating the Foundation website and editing the Foundation's quarterly newsletter. 
  • Build collaborative relationships with Library staff to help facilitate the delivery of programs. 

Experience in administration in a fundraising operation in the arts or a cultural environment is desirable.


Click here for the Role Description for more information about the role and its requirements.


Essential Requirements / Knowledge and Experience

  • Demonstrated high level administrative experience in a fundraising operation.
  • Significant experience maintaining a client base database (CRM) and processing donations. 


The State Library of NSW welcomes and encourages applications from people with diverse backgrounds, including Aboriginal and Torres Strait Islanders, LGBTQI+, people with disability, people with caring responsibilities, people from culturally and linguistically diverse backgrounds, veterans and workers of all ages. Candidates can request a reasonable adjustment throughout each step of the recruitment process by noting this in your application.


Subject to current health orders, assessments may be administered online. If you require any adjustments, you may request these should you be shortlisted. 


The health and wellbeing of staff and visitors to our Library is very important to us. We expect all parties to follow current health advice and strongly encourage vaccination when safe to do so.


Talent Pool
Applicants not initially offered a role but have been assessed through the recruitment process as being suitable will be placed in the Talent Pool to fill future vacancies as they arise. Placement in the Talent Pool remains valid for 18 months.

Am I eligible to apply?
To be eligible to apply you must be either;
• an Australian citizen or
• a permanent resident of Australia, or
• a New Zealand citizen with a current New Zealand passport or
• a citizen of another country with an appropriate visa that allows you to work in Australia for the period of temporary employment or if you are seeking ongoing employment you must hold a permanent visa that allows you to work in Australia.

Appointment to this role is subject to a Criminal Records Check.

Further information that may assist you with applying for this role…
Role Description – PDF version
Role Description – word version

Applying for a role in the NSW Public Service

NSW Public Sector Capability Framework

State Library of NSW Accessibility Guide

The Guide for applying for roles at the State Library of NSW will assist you in completing your application and provide you with an understanding of the selection process.

Learn more about the State Library of NSW by visiting our website at

Closing Date: Monday 25 October 2021 (at 11.59pm)


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