Application Guidelines
Membership Database Officer
Thank you for your interest in the above vacancy. Please see below for the job description and person specification for the post. If accessing this form from our website please click on the ‘job application form’ link to access the application form, which includes the Monitoring Form.
Applicants must complete all the application papers – the use of CVs in any way will not be accepted.
Under the section headed ‘Role Requirements’ it is essential that applicants clearly demonstrate through the use of examples how they meet the essential and/or desirable criteria required for the post. It is not acceptable to simply restate the criteria. The shortlisting panel will not make assumptions and if applicants do not demonstrate, through examples, how they meet the criteria they will not be shortlisted to the next stage of selection.
Ulster Wildlife reserves the right to interview only those who demonstrate on their application form that they fully meet the essential criteria and desirable criteria. Ulster Wildlife reserves the right to apply additional criteria to facilitate the shortlisting process where necessary.
All applicants will be contacted regarding the outcome of their application. However, regretfully due to limited resources, Ulster Wildlife cannot provide feedback regarding your application.
Completed application and monitoring forms in Microsoft Word format should be returned by email to by 12 noon on Monday 22 January 2018.
This recruitment exercise will involve an IT test which will be held on
Friday 26 January 2018. Those achieving satisfactory scores on the test will be invited to interview on Tuesday 30 January 2018. Both the test and interview will last approximately 1 hour.
Ulster Wildlife is only able to accept applications from those individuals who are currently eligible to work in the UK.
Candidates who score above the minimum threshold during a recruitment selection process, but whose scores mean they are ranked lower than other successful candidates, may be kept on a reserve list for similar roles for a period of up to six months.
Canvassing will automatically disqualify.
Ulster Wildlife supports the principles of equality of opportunity
Ulster Wildlife
Job Description
Role: Membership Database Officer
Salary: £19,520 - £22,966 (Pro rata) Access to employer’s contributory pension scheme to a maximum of 5% per annum.
Hours: 25 hours per week. The nature of this post will require occasional weekend and evening working, for which time off in lieu will be granted.
Location: Ulster Wildlife Offices, McClelland House, 10 Heron Road, Belfast. There
will be very occasional travel throughout the UK and Ireland.
Contract: Permanent. This post is subject to a 6-month probationary period.
Leave: 24 days per annum plus 12 days statutory holidays. (Pro rata).
Reporting to: Supporter Relationship Manager.
Pre-employment
Checks: This post is subject to an Access NI Check.
Responsible for: Membership administration volunteers.
Overview:
As a key member of Ulster Wildlife’s Membership Team, the Membership Database Officer will be responsible for processing all membership and donor transactions for new and current Ulster Wildlife Members. On a day-to-day basis the Membership Database Officer will provide excellent levels of customer service to members and supporters as well as maintaining the current Ulster Wildlife CRM Database – currently ‘The Raiser’s Edge’ system. This role requires excellent administration, data entry, customer service and database management skills. A positive, flexible and organised approach to daily tasks, and the ability to adhere to strict deadlines, are essential.
DUTIES OF THE POST
· To act as the first point of contact for all current and prospective members, taking enquiries via multiple communication channels, providing a high level of customer service and updating the database accordingly. Including welcoming new members via telephone and email.
· To manage and maintain Ulster Wildlife’s CRM database ensuring compliance with data protection legislation including the 2018 General Data Protection Regulation.
· Data entry responsibility including batch entry of new memberships and production of advance notices.
· To manage the member life-cycle i.e. payment processing, new member communications, member benefit administration and renewal & reminder processes. To produce letters, labels and mailing lists as required. Mail Merge is heavily used for this process.
· To ensure timely and accurate electronic submission of monthly direct debit and quarterly gift aid claims by carefully adhering to BACS & HMRC submission processes and deadlines.
· To ensure timely payment of membership recruiters by production of recruiter commission reports on a monthly basis.
· To process and record all other fundraised income and data relating to supporters including: online submissions, cheque and credit card payments; ‘Give As You Earn’ payments & statements; legacies and in-lieu donations.
· Work with the Supporter Relationship Manager to monitor and reduce membership lapse rates through member engagement activities.
· To monitor all administrative materials and membership related marketing collateral, to ensure timely replenishment of supplies.
· Supervise and support membership administration volunteers to assist the Membership Database Officer in daily administrative duties.
· To process and package all orders from the Ulster Wildlife online shop (and occasional telephone/face-to-face orders).
· To extract and record monthly statistics on Membership numbers, trends and segments.
· To produce ad hoc statistical reports as required by the Supporter Relationship Managers and Senior Management Team
· To co-ordinate all regular mailings to members e.g. membership magazines, newsletters, AGM notices etc which will include liaison with third party mail fulfilment company
· To maintain all membership/donor hard copy filing systems, ensuring data protection legislation compliance
· To assist in the organisation and administration of membership/donor appeals and campaigns.
· Ensure daily franking and recording of all outgoing post
· To input into the Fundraising Strategy including the development of membership.
· To assist with membership events and other duties related to the membership function as required.
ORGANISATION-WIDE RESPONSIBILITIES OF POST
While every member of staff has their own specific tasks and duties to perform on a day to day basis, there are also a number of additional areas of work that you will be expected to take part in for the overall development and delivery of the organisation’s aims. These include:
1) Strategy
· Participation in the development and implementation of the Ulster Wildlife’s overall strategy and operational plan
2) Development
· Play an proactive and positive role in Ulster Wildlife’s team
· Develop strategic partnerships with other organisations
· Assist with public events and fundraising activities as required
3) Policy and Compliance
· Adhere to the policies and practices of Ulster Wildlife at all times and to respect the policies and practices of project partners.
4) Learning and Development
· Identify and implement Learning & Development processes
· Co-operate with and support volunteers and where appropriate supervise them.
· Participate in staff meetings.
5) Internal & External Communications
· Ensure that contact with others is of a style and quality consistent with Ulster Wildlife’s ethos.
· Respond to internal and external requests for advice and information
· Cover reception duties on a rota basis as required
No job description can cover every issue which may arise and subsequently the post-holder may be expected to carry out other duties broadly consistent with those itemised above.
PERSON SPECIFICATION
Essential Criteria
1. At least two years full-time (or part-time equivalent) experience of database management including experience of batch data entry, running queries, exporting /importing data and producing reports AND a recognised business/administration qualification OR four years full-time (or part-time equivalent) experience of database management including experience of running queries, exporting/importing data and producing reports.
2. Knowledge of current data protection legislation and practices.
3. Track record of providing high levels of member or customer care.
4. Excellent IT skills including the ability to utilise Microsoft Office software with emphasis on Word (including mail merge), Excel and Outlook.
5. An ability to communicate effectively, both written and verbally including letter-writing skills, report-writing skills and experience of liaising with the public via telephone or face to face.
6. Effective organisational skills to include the ability to manage and prioritise workloads, the ability to work under pressure and be comfortable with working to deadlines.
7. Ability to interpret and report on financial and statistical data.
8. Accurate record-keeping skills and high level of attention to detail.
9. Proven ability to work as part of a team.
Desirable Criteria
1. Experience of using The Raiser’s Edge or Thank Q databases.
2. Experience of processing finances including direct debit administration via BACS and knowledge of Gift Aid claiming processes.
3. Knowledge & understanding of the 2018 General Data Protection Regulation, especially as it applies to charities and fundraising.
4. Experience of working in the voluntary/charity sector.
5. Experience of working with Volunteers.
6. An interest in biodiversity and nature conservation
Issue Date: Jan 2018
MDO 02.18