ACTION MEDICAL RESEARCH
JOB DESCRIPTION
Job title: Database and Training Administrator
Department: Supporter Services
Working base: Vincent House, Horsham
Hours: 35 per week
Reporting to: Database Manager
Job purpose
1. To assist the Database Manager in creating, delivering and maintaining a structured Raiser’s Edge learning programme to increase the skill level of users of the database.
2. To produce reports that ensures that users are complying with data entry procedures.
3. To assist in all tasks associated with the processing of supporter gifts and enquiries by letter, telephone and email.
Main tasks
Training and data integrity
1. To create a structured Raiser’s Edge learning programme ensuring training is consistent, effective and well documented.
2. To create and maintain detailed procedures for Raiser’s Edge ensuring any amendments are communicated to relevant users.
3. To create and run data integrity reports from Raiser’s Edge, highlighting potential issues, informing users of mistakes and offering training where required.
4. To create and run Raiser’s Edge queries and reports to show trends and offer insight into the data.
Supporter care
5. To answer incoming calls from the public, answer questions and forward to the relevant person when applicable.
6. To accept, respond and data process incoming enquiries and other communications from the public promptly, courteously, and accurately.
7. To accurately record financial and personal data, according to supporter services procedures, as part of the team to meet quality targets, and to follow agreed data protection, security and other guidelines.
8. To produce letters, spread-sheets or other documents as requested by the Database Manager.
9. To carry out daily fulfilment of income and direct communications, including input coding and related data entry, reconciliation, collating and distributing documentation and information as requested in accordance with supporter care procedures.
10. To assist as required in ensuring the smooth running of the database and Supporter Services’ processes, including where necessary liaising with external agencies and making contact with supporters or donors.
11. To liaise with the web team regarding the import and export of data files, enquiring when files are not supplied on time and requesting information as and when required.
Other responsibilities
12. To work with Fundraising and other staff in Action Medical Research to ensure that the data held by the charity is accurate, up-to-date and suitable, attending meetings as appropriate, and contributing to the development of Supporter Services and organisational objectives.
13. To maintain an up-to-date knowledge of current activities in the charity by reading all relevant material produced.
14. To adhere to the values of the charity and the standards of behaviour expected of staff.
15. To undertake any other duties of a compatible nature as may be required from time to time as directed by the Database Manager or Director of Finance. This could include the occasional assistance in stores and other fundraising teams.
This job description is a statement of requirements at the time of writing. It should not be seen as precluding future changes.
Person specification
Essential
· Educated to GSCE level (C or higher) including Maths and English
· Experience of using complex database (ideally Raiser’s Edge)
· Experience of creating detailed procedures
· Experience of writing structured training plans
· Experience of delivering IT training ether on a one to one or group basis and to groups of varying skills
· Good communication skills - for example, dealing with telephone enquiries, writing acknowledgements
· Good self-organisation and time management
· The flexibility, energy and willingness to learn new skills and methodologies
· Ability to use Microsoft applications at intermediate / advanced level – Excel, Access, Word and Outlook
· Able to remain calm under pressure
· Capable of working to strict deadlines
· Understanding and adherence to accepted customer services principles – courtesy, patience and tact, proactivity in resolving problems, and the need to record full and detailed information at every opportunity
· Willingness to work as part of a team, and share a wide range of roles and responsibilities
· The ability to input data accurately and methodically, with attention to detail, and to notice mistakes or anomalies
· Willingness to participate in and contribute to discussions, meetings and other activities.
Desirable
· Experience of using Raiser’s Edge database.
· Experience of working in not-for-profit organisation.
Database and training administrator
Jan 14