Database and Operations Officer

2 months ago

Amersham, United Kingdom Roald Dahl's Marvellous Children's Charity Full time

**Database and Operations Officer**

**RESPONSIBLE TO**:Head of Finance and HR

**HOURS**:35 hours a week (Part-Time considered - min of 20 hours over 4-5 days)

**LOCATION**:Office based - Amersham, Buckinghamshire

**SALARY**:£24,000 (pro-rata if part-time)

To provide professional, efficient, and effective database management and administrative support to our marvellous team. To ensure our database is a powerful tool for the fundraising and programmes team through accurate data capture and analysis. This role works across the organisation and will be involved in a number of different areas.

**Key Responsibilities**
- **Database Management (Beacon CRM - Fundraising Database)**_
- Manage and maintain the CRM system, ensuring accurate and up-to-date fundraising and programmes data entry. Accurately processing all incoming donations and pledges and ensuring others in the team correctly enter and maintain data.
- Develop overall data management structure of supporter records and processes. Develop and maintain information management structures in the CRM system to enable accurate and timely information and reporting.
- Adhere to data protection legislation ensuring the way we gather, record and use data is compliant with latest policies, working closely with the Data Protection Officer.
- Handle all enquiries received through the CRM system, providing timely and appropriate responses.
- Collaborate with internal teams to ensure smooth operation and optimal use of the CRM system.
- Generate reports and analytics from the CRM system to track and measure key metrics.
- Conduct regular data audits to identify and rectify any inconsistencies or errors in the CRM database.
- Training staff members on how to effectively use the CRM system.
- Customise and configure the CRM system to meet the specific needs of the organisation.
- Monitor and enhance data quality and integrity within the CRM system.
- Keep abreast of CRM system updates and new features to maximize its functionality.
- **Operations Administration**_
- Provide administrative support to the organisation.
- Maintain data management processes and procedures to ensure data accuracy, consistency, and security.
- Manage and update filing systems, and other organisational documents.
- To be main day to day contact for our external IT support contractors.
- Assist with the coordination and organisation of meetings, events, and travel arrangements.
- Prepare and distribute internal communications and correspondences.
- **Finance Administration**_
- Provide administrative support to the Finance team ensuring a system is in place to regularly reconcile the fundraising and finance databases.
- Maintain accurate financial records by recording daily financial transactions.
- Reconcile bank statements and ensure all transactions are accurately recorded.
- Prepare and process invoices, payments, and expenses.
- Monitor accounts receivable and accounts payable.
- Collaborate with the finance team to ensure adherence to financial policies and regulations.
- Provide support during financial audits and examinations.

**Other Information**:
This job description helps the post holder to understand their main duties. It is not exhaustive, and the role’s duties may change from time to time, in discussion with the post holder and consistent with the level of responsibility appropriate to the grade of the post.

The post holder will have the right to work in the UK.

**Person Specification & Skills**
- Previous knowledge and experience of using a CRM fundraising database (Essential)
- Experience of handling large and complex data sets using sensitive personal information (Desirable)
- Previous experience of working in an office environment performing similar duties (Essential)
- Knowledge of data protection and GDPR (Desirable)
- Excellent verbal and written communication skills (Essential)
- Ability to work on own initiative and as part of a team (Essential)
- Good IT Skills (Essential)
- Excellent administrative, organisational, time management and prioritisation skills (Essential)
- Analytical and strategic approach to problem solving (Essential)
- Finance database knowledge and experience (Desirable)
- Ability to work under pressure, to target and deadline (Essential)
- Good team player who is willing to support and help others in the team (Essential)
- Highly organised with excellent attention to detail (Essential)

**Salary**: £24,000.00 per year

**Benefits**:

- Company pension

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Amersham: reliably commute or plan to relocate before starting work (required)

Work Location: In person

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