THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form

Job Title:Information Management Officer(Migration Specialist)

School/Department:Campaign and Alumni Relations Office

Salary:£22,029 - £26,274perannum, depending on skills and experience. Salary progression beyond this scale is subject to performance.

Job Family and Level:Administrative, Professional & Managerial Level 3

Contract Status:Permanent

Hours of Work:36.25 per week

Location:Pope Building, University Park, The University of Nottingham

Reporting to:Head of Information Management

Purpose of the New Role:

The Information Management Officer(Migration Specialist) will be responsible for ensuring the alumni and donor database, Raiser’s Edge, (which holds over 260,000 records) is managed in an efficient and effective manner to support colleagues throughout the University to deliver successful projects. A significant part of this role will focus on the identification of additional alumni and/or donor databases across the whole institution (including our overseas campuses) and the successful migration and ongoing management ofthis information in CARO’s database (Raiser’s Edge).

Main Responsibilities / % time per year
1 / Data Migration
To lead on the identification of additional alumni and/or donor databasesacross the institution and deliver the successful migration of this information to CARO’s database. Work closely with colleagues who currently manage these additional alumni and/or donor databases to understand the context, source, structure and quality of the data and also identify how the information is currently being used (for example, for e-newsletters, fundraising appeals, etc.). Develop agreements with these users to clarify roles and responsibilities for the ongoing management and use of this data. If appropriate, ensure access to Raiser’s Edge is enabled and that adequate training and ongoing support is provided.
Initial projects will include the migration of The University of Nottingham Malaysia Campus’ alumni database. It will also include the development and migration of The University of Nottingham Ningbo Campus’ alumni database. Following this, projects willfocus on supporting other campuses (for example, Sutton Bonington) and other schools (for example, The University of Nottingham Business School) / 30%
2 / Delivering office projects
Provide data for a range of regular office projects including Telemarketing Campaigns, Direct Mail Campaigns, Event Mailings and Alumni and Donor Magazines. Using knowledge of the system and analysis of the data put forward recommendations to improve segmentation and results for these activities. Stay abreast of other office projects and ensure that data is considered from the outset and is being used to drive forward data-informed decisions. / 15%
3 / Increasing Data Quantity
Work closely with the Head of Information Management and colleagues in the Information Management Team and CARO to identify programmes of activity which could be enhanced by increased data quantity. These programmes will largely focus on alumni engagement and regular giving, but will also extend to events and major gift philanthropy. Liaise with colleagues to understand the exact type of data needed and how it could be best used to improve activity.
Take the lead on acquiring this new data, which will involve liaising with colleagues throughout the University (from schools to professional service departments) and external agencies. Data may include, but is not limited to, information from student records, clubs and societies, and career surveys. Work with colleagues in the Information Management Team to record and import this information in a systematic and efficient manner into Raiser’s Edge. If appropriate ensure this activity is repeated at regular intervals. / 10%
4 / Improving Data Quality
Through liaising with colleagues and using own knowledge of best practice in similar CRM systems identify key areas of improvement relating to data quality within Raiser’s Edge. Consider impact on office projects and ways of working to prioritise areas of improvement. Implement a variety of solutions to improve data quality which may include, but is not limited to, revising procedures, regular query checks, global updates and coding changes. / 10%
5 / Database Management
Take the lead on ensuring Raiser’s Edge is run in an efficient and effective manner, which supports colleagues to use the system to deliver successful projects. Carefully consider improvements to the system ensuring these are fit for purpose and properly communicated. Improvements to the system are likely to involve changes to coding, fields and attributes. Keep up to date with developments to Raiser’s Edge, including system upgrades and new products, via webinars, user groups and training sessions. Put forward recommendations to colleagues and/or support them in identifying new products. Work with the Head of Information Management to support any testing of system upgrades or new products. / 10%
6 / Providing Database Training and Advice
Provide expert advice and training to a diverse and multi-level skill group. Implement a robust training schedule which will support both new and existing staff. Develop training material and ensure procedures are written and regularly updated. / 10%
7 / Data Protection Legislation and Confidentiality
Ensure all work carried out is done in accordance with Data Protection legislation, University policies and best practice. Support colleagues throughout the office to ensure their work also adheres to this. Refer cases to the Head of Information Management as appropriate. / 5%
8 / Support and Oversee Work Undertaken by Information Management Assistants
Work closely with the Information Management Assistants to support and oversee their work, particularly with reference to running queries and exports. This role does not include any direct line management responsibilities. / 5%
9 / Other Duties
Other comparable duties as may reasonably be required at the request of your line manager and/or department directorate. / 5%

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education / A Levels, HNC or HND in a relevant subject, or equivalent qualifications/certification, plus considerable experience in a relevant role / Educated to degree level, or equivalent
Skills/Training / Excellent Database Management skills and ability to use these skills to improve and/or enhance a system
Ability to identify and understand the wider implications of changes and improvements to a database
Ability to clearly explain and discuss database projectsto both a technical and non-technical audience
Excellent use of Microsoft Packages including Outlook, Word, PowerPoint and Excel
Ability to use Microsoft Excel to effectively manipulate large data sets ahead of importing and/or for analysis
Ability to manage a diverse and varied workload
Ability to work on own initiative and identify new opportunities and creative solutions
Key attention to detail / Desire to continually improve current ways of working
Interest in learning about new systems
Keen information gathering and analytical skills
Experience / Substantial experience of Database Management and/or working in a similar role
Substantial experience of data migration projects
Extensive knowledge and experience of Raiser’s Edge or a similar database
Experience of working with large datasets, data analysis and data manipulation
Relevant experience within Higher Education and/or the Charity/Not-for-Profit sector / Experience of effectively communicating with people at various levels of seniority including colleagues and customers
Experience of presenting and explaining database terms and reports in an effective and user friendly manner
Supervision of others, in particular monitoring and reviewing work
Statutory/Legal / Knowledge or experience of handling sensitive data and an understanding of Data Protection legislation.

Decision Making

i)taken independently by the role holder

  • Prioritising own workload
  • Supporting and overseeing work of the Database Assistants
  • Running Queries and Exports (although best practice recommends these should always be reviewed by at least one other colleague)
  • Proactive involvement in all relevant office projects
  • Delivering regular office projects (such as Telemarketing, Direct Mail and the Alumni Magazine)
  • Analysing data for a range of purposes
  • Identifying and making connections within the University to improve and enhance data quality and quantity
  • Ensuring all work carried out is done in accordance with Data Protection legislation, University policies and best practice. Referring cases to the Information Manager as appropriate

ii)taken in collaboration with others

  • Changes to ways in working and/or procedures
  • Revisions to database coding and/or configuration
  • Any projects which would have a significant impact on another team

iii)referred to the appropriate line manager (Head of Information Management) by the role holder

  • Any significant changes to the coding and/or configuration of the Database
  • Any recommendations for purchasing new products
  • Any revisions or suggestions for improvement to the Information Management Strategy
  • Any projects that have budget implications

Head of School/Department
(or nominee): / Debbie Henthorn
Date completed: / 5/12/14
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