Job Description

Date:April 2015

Job title:Database Assistant

Responsible to:Head of Information Management

Status of Post:Full-time, fixed term contract until March 2016 with possibility of extension.Salary equivalent NICVA scale C, NJC points 17-19 (£17,372 - £18,376) (Candidates will normally be appointed on the first point on the scale.)

Key working relationships: The Database Assistant will work closely with the information management team as well as all staff across the organisation.

Summary of main responsibilities:

To maintain and develop the quality and accuracy of NICVA’s Customer Relationship Management (CRM) database, provide support for marketing campaigns, online surveys and report design.

Specific duties:

  1. Data quality processes and projects
  • Co-ordinate maintenance of CRM organisational and contact records
  • Responsible for data acquisition and cleansing tasks
  • Run reports to identify and correct duplicates, missing or poor data
  • Provide regular reports on data quality
  1. Mailing list and marketing campaign support
  • Provide support for creating mailing lists and running marketing campaigns
  • Update organisational and individual records from email campaigns
  • Provide analytics on email campaigns as required
  1. Online survey support
  • Support staff in building online surveys
  • Provide appropriate distribution mailing lists
  • Administer reminders and survey campaign follow ups
  • Provide survey results as required
  1. Report design and data insights provision
  • Support regular programme and organisational report production
  • Ad-hoc report design and distribution
  1. Support for membership functions
  • Support for NICVA membership marketing and reporting
  • Support in developing and implementing membership transactions via NICVA websites
  1. Staff induction and ad hoc support on CRM
  • Provide responsive ad hoc support for staff across the organisation
  • Conduct induction on system functions and processes to new staff
  1. Adhere with data protection policies and uphold best practice across the organisation
  • Keep up to date with data protection legislation and best practice
  • Ensure best practice is maintained and followed across the organisation
  1. CRM development
  • Play an integral role in design, development and implementation of new features and functions on NICVA’s CRM platform
  • Business continuity

Other Duties

  1. Respond to general external queries.
  1. As part of a team, contribute to provision of technological and digital support to staff, users of the conference facilities and NICVA members.
  1. To contribute to the promotion of NICVA.
  1. To undertake such other reasonable duties as NICVA may from time to time require.

Personnel Specification

Job title:Database Assistant

Qualifications and experience

Essential

  1. Minimum of two years’ experience in an administration role with specific experience in the use of Database software applications.
  1. Working experience of updating, maintaining, and producing reports from a customer/client database.
  1. Proficient in the use of desktop applications such as Microsoft office and internet and email

Desirable

  1. Experience of supporting or instructing users on application and operation of a Database.

Skills and competencies

Essential

  1. Excellent communication skills both orally and in writing and the ability to adjust the style and content of communication to meet internal and external needs.
  1. Proven ability to organise and prioritise workload.
  1. Excellent attention to detail and ability to maintain accuracy at all times.
  1. Demonstrable ability to work proactively; in order to maintain a database with minimum supervision.
  1. Demonstrated ability to build good working relationships with individuals and organisations.
  1. Information collation skills using a variety of resources including, email, internet and personal contact.
  1. Excellent analytical skills.

Interest and knowledge

Essential

  1. An interest and understanding of the voluntary and community sector in Northern Ireland.

Disposition

Essential

  1. Ability to work within the aims and values of NICVA.
  1. Committed to NICVA’s policy of equality of opportunity.
  1. Ability to occasionally work flexible hours as demanded by the job.

Legal

Essential

  1. To ensure the appropriate business car insurance is in place if the successful candidate claims mileage expenses and uses their own vehicle for work purposes.

Assessment Method – Database Assistant – April 2015

Criteria / Essential/Desirable / Method of Assessment
Experience and qualifications
  1. Minimum of two years’ experience in an administration role with specific experience in the use of Database software applications.
  1. Working experience of updating, maintaining, and producing reports from a customer/client database.
  1. Proficient in the use of desktop applications such as Microsoft office and internet and email
  1. Experience of supporting or instructing users on application and operation of a Database.
/ Essential
Essential
Essential
Desirable / Shortlisting, pre interview task and interview
Shortlisting, pre interview task and interview
Shortlisting, pre interview task and interview
Shortlisting and interview
Skills and competencies
  1. Excellent communication skills both orally and in writing and the ability to adjust the style and content of communication to meet internal and external needs.
  1. Proven ability to organise and prioritise workload.
  1. Excellent attention to detail and ability to maintain accuracy at all times.
  1. Demonstrable ability to work proactively; in order to maintain a database with minimum supervision.
  1. Demonstrated ability to build good working relationships with individuals and organisations.
  1. Information collation skills using a variety of resources including, email, internet and personal contact.
  1. Excellent analytical skills.
/ Essential
Essential
Essential
Essential
Essential
Essential
Essential / Application form content, pre interview task and interview
Interview
Pre interview task
Interview
Interview
Interview
Pre interview task
Interest and knowledge
  1. An interest and understanding of the voluntary and community sector in Northern Ireland.
/ Essential / Shortlisting
Disposition
  1. Ability to work within the aims and values of NICVA.
  1. Committed to NICVA’s policy of equality of opportunity.
  1. Ability to occasionally work flexible hours as demanded by the job.
/ Essential
Essential
Essential / Interview
Shortlisting
Shortlisting

1