The Poppy Factory

Database Administrator

Reporting To Employability Manager

Salary In the range of £25,000 to £30,000 per annum according to experience

Job Type Temporary for 6 months with the possibility of extension

Location Richmond, Surrey

Hours Full time, Monday to Friday, 37.5 hours per week.

Some flexibility may be considered for the right candidate.

Company information:

The Poppy Factory Ltd is an independent charity which was founded in 1922 with the object of providing paid employment opportunities for disabled ex-Servicemen and women. A factory was established in Richmond to make poppies and other commemorative items to achieve this purpose. The products are sold under special arrangements to The Royal British Legion (TRBL). Whilst the charity continues to provide paid employment through its Factory for disabled ex-Servicemen and women, it also facilitates paid and meaningful employment opportunities for wounded, injured and sick (WIS) ex-Servicemen and women throughout England and Wales, via its employability service. We can also provide assistance in Northern Ireland.

Purpose of the role:

The Database Administrator (DBA) will play a vital role supporting the charity in co-ordinating and regulating the use and development of the Harlequin Customer Relationship Management database. The database is one of the central repositories for recording the charity’s business and client data.

The DBA will be responsible for cleansing and monitoring the quality of data entered, maintaining relations with staff who use the database including motivating and training staff, giving guidance and support, and responding to queries. In addition, the DBA will manage the development of new functions, providing recommendations on improvements to the user experience and functionality, to the database provider, Harlequin.

The DBA will be responsible for the performance, integrity and security of the database, be involved in the planning and further development of the database, as well as trouble shooting issues on behalf of others.

A key element of this role is to support departmental Heads and Managers (ranging from fundraising to client service delivery functions) with their operational data management and reporting needs.

Principal responsibilities:

·  To monitor all aspects of the database system, including both contact/relationship management and client records management.

·  To train all staff that use the system, including new user training as well as regular refresher courses and system upgrade training.

·  To work with the all relevant departments to ensure their Harlequin system needs are effectively met.

·  To lead an internal ‘User Group’ and develop ideas/new requirements from identified needs. Request and monitor the successful implementation of system updates.

·  To provide accurate & timely reports, according to agreed schedules and in addition, to respond with agility to requests for adhoc reports that may be required at short notice.

·  To establish the needs of users, and monitor user access and security.

·  To monitor system performance and provide fast responses to front end users.

·  To understand and adhere to Data Protection legislation, ensuring steps are taken to maintain data standards and lead on best practice.

·  To write and refresh database documentation, including data standards, procedures and definitions.

·  To control database access permissions and privileges.

·  To develop, manage and test back-up and recovery plans.

·  To ensure that storage and archiving procedures are functioning correctly.

·  To customise the existing Harlequin application to ensure it remains fit for purpose.

·  To liaise professionally with external IT companies such as Harlequin in order to ensure the CRM system is reliable and utilised to best effect.

·  To adhere to The Poppy Factory’s policies and procedures relevant to the role.

·  To undertake any additional activities that The Poppy Factory deems necessary to ensure the successful execution of this role.

Skills, knowledge and abilities:

·  Educated to degree or equivalent level.

·  Experience within a business administration, IT or other discipline relevant to the DBA role.

·  Evidence of a high level of computer literacy, including use of standard software packages (Word, Excel, PowerPoint, Outlook). Evidence of the use of information systems and databases essential, along with excellent MS Access skills. Familiarity with MS Project would also be helpful.

·  Experience of Harlequin software is desirable, or alternatively of similar Fundraising or Sales CRM systems.

·  Experience of providing training and support on database use.

·  A successful record of project development and management.

·  Evidence of ability to operate in a busy environment with several tasks competing for priority.

·  Confident, articulate communicator with good interpersonal & team working skills.

·  Ability to work with limited supervision and on one’s own initiative.

·  Positive attitude with a commitment to delivering a quality service.

·  Adaptable and solution focused.

·  Experience of working alongside a remote mobile team would be desirable.

This Job Description is a statement of requirements at the time of writing and is not contractual. It should not be seen as precluding future changes after appointment to this role.

Application details:

Please email both your CV and a covering letter outlining your suitability for the role to:

Elisabeth Skeet, Employability Manager

If you would like to have an informal discussion about the role, please call:

Elisabeth Skeet, Employability Manager

07785 667871

Closing date for applications: Midnight, Sunday 15th February, 2015