PETERHOUSE

Database and Development Officer

Development and Alumni Relations Office

JOB DESCRIPTION

JOB TITLE: Database and Development Officer

DEPARTMENT: Development

RESPONSIBLE TO: The Director of Development and the Deputy Director of Development

NATURE OF POST:

The Database and Development Officeris a key member of the Development Office and supports the work of the Deputy Director of Development. The post will have particular responsibility for compliance with the European General Data Protection Regulations and the incoming Fundraising Preferencing Service.

DUTIES and RESPONSIBILITIES

Database

  • Act as the principal administrator for the College’s alumni database, Raiser’s Edge, and facilitate its efficient day-to-day running.
  • To provide guidance and facilitate training on Raiser’s Edge modules.
  • To continually review processes to ensure all data going in to Raiser’s Edge is in the most logical and consistent manner.
  • To respond to ad-hoc user enquiries relating to Raiser’s Edge.
  • Setting up and running complex queries, exports and reports.
  • To ensure data is cleaned at regular and timely intervals.
  • To make all necessary entries on the RE database to ensure an accurate record is kept of attendees to all events, including feedback and correspondence.
  • To scan and record any paper correspondence between the Development Office and alumni.
  • To validate the data and to research as necessary to fill the gaps.
  • To research prospectsand maintain prospect cultivation records.
  • To run queries, generate lists, manipulate the data and prepare reports using Raiser’s Edge.
  • To communicate regularly with the University's Development and Alumni RelationsOffice (CUDAR) to ensure the timely transfer of data between the College and the University.
  • Record deaths, and add new and graduating students.
  • Maintain data standards and advise on policy, including adherence to the Data Protection Act, Protection of Electronic Communication Regulations, the Fundraising Preferencing Service and HMRC regulations.
  • Leep abreast of any changes in data law and research and how this may impact the Peterhouse Development Office. Work closely with the Director of Development and Deputy Director of Development to implement strategies that deal with data law changes.
  • Strong IT skills, including good working knowledge of excel and other Microsoft Office software.
  • Manage direct mail logistics, regarding donor cultivation and engagement.

Gift Administration

  • Copy, record and file all cheques, standing orders, bank transfers and Gift Aid received by the Development Office, ensuring accurate and efficient gift processing.
  • On a monthly basis reconcile donations against the Development Fund bank account
  • Thank donors and record responses on the database.
  • Produce detailed financial reports for the Development Director and Deputy Director of Development.
  • Undertake pledge chasing via telephone and email.
  • Provide administrative support to the Deputy Director of Developmentin respect of the Annual Fund and ad hoc fundraising appeals.

Administration of the Development Office, reporting to the Deputy Director of Development

  • Liaising with College staff and the Fellowship.
  • Assist the Director of Development and Deputy Director of Development in keeping track of student hardship funds and studentships, and maintain regular reporting to the donors as required.
  • To support the team with administrative assistance such as taking phone calls, issuing standard correspondence and arranging meetings.
  • General office duties to include collecting and distributing post, photocopying, scanning paperwork to records, ordering office supplies and stationery and the maintenance of office equipment.
  • To actasthe primarypointofcontactforalumni and to respond promptly to queries by telephone, e-mail and in person.
  • Manage the production and mailing of annual Christmas cards.
  • To assist in maintaining the Petrean pages of the College website.
  • Any other reasonable tasks which may be necessary in order to assist the efficient and effective running of the Development Office.

April 2017