JOB DESCRIPTION. Database Support and Import Administrator

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1 JOB DESCRIPTION Job Title: Division: Department/Region/Section: Location: Reports to: Responsible for: Grade: Database Support and Import Administrator Income Generation Fundraising Southwater, HQ Database Manager N/A 1. Purpose of the job Design, test and maintain daily import routines of supporter and financial information from internal and external sources into the Care database, ensuring that correct data processes are followed and data is imported and updated promptly and accurately. On behalf of the department, monitor the daily performance of the Care database. Where appropriate, advise and fix and system faults, reporting any complex faults to ISSD and work with them to devise a solution. 2. Dimensions Number of users in excess of 100 in Headquarters Volume of contact records imported 1,000,000 per annum Number of financial items imported 550,000 per annum with annual value of in excess of 28m (as per 2009 records) Number of gift aid declarations imported 130,000 per annum Number of invalid records updated 25,000 per annum Number of Agencies Principal Accountabilities - Data Import Create and maintain systems for the timely and accurate import of personal and financial data from various internal and external sources into the Care database for use by the fundraising teams. Investigate all new data sources and gain full understanding of requirements in order to design and create new functionality specifications for new import routines, ensuring all systems are fully tested and fit for purpose. Work with all external agencies and internal sources to ensure requirements are fully scoped and that all parties understand their roles. Ensure all financial loads are processed in accordance with direct debit processing guidelines, guaranteeing all payments are valid to be claimed in appropriate timescales, thus safeguarding all direct debit income.

2 Check and prepare secure methods of transfer are adhered to and that all existing agencies comply with the data protection act guidelines. Communicate directly with third party agencies on any errors or missing files to ensure that all data received it processed accurately. Any fatal errors or vital system faults must be clearly reported to relevant internal account managers. Record all relevant information from each load to inform fundraising teams of the number of new gifts registered and the number of duplicates received in each file to ensure all sources are meeting any set Service Level Agreements or Key Performance Indicators. Implement and monitor validation checking routine to ensure data is of the correct standard and complies with Supporter Services procedures. Liaise directly with the Support and Training team relating to any procedural changes or product and source codes set up or amendment. Create and maintain all procedures associated to the use of the data loader process, ensuring each load is specifically detailed and all additional queries are adequately documented for use by others. Where appropriate, review all process to ensure that we are complying with all relevant legislation and that all systems are streamlined to ensure maximize efficiently. Identify all manual processes that can be streamlined via the dataload process. System support Monitor the daily performance of the Care database on behalf of the department. Resolve any common issues or those that have been previously reported, ensuring all issues are logged for future reference. For more complex problems, fully scope the entirety of the issue and duplicate in a test environment. Once the issue is detailed in full, consult with ISSD for a resolve and where appropriate create relevant enhancement documentation to be sent to external software provider. Ensure ISSD understand the full impact of the issue and prioritise against all other calls logged with them. Monitor ongoing progress and remain in consistent communication with the relevant internal users. Assess all problems with any software or hardware for all users in Supporter Services and Fundraising. Resolve any common issues or those that have been previously reported. If the problem is more complex, ensure its priority is escalated with Information Systems and IRIS. Monitor ongoing progress, and liaise with relevant users. Purchase new equipment following authorisation from line manager.

3 Reporting Create, maintain and administer existing Impromptu reports, which highlight data issues. Log and pass data to the relevant user. Produce and report exact totals of data loaded daily to account managers. Ensure all bad gift aids from all agencies are passed to the gift aid supervisor once a month for declaration checking. Create, test and maintain all mail merge documents to be used with output mailings generated by the database. Data Quality Administer and action data integrity reports provided by ISSD or line manager and notify Database Training & Support Supervisor of all data integrity issues. Provide a main point of contact for all members of the department for queries relating to agency data. - Testing Design, develop and maintain test scripts relating to the relevant application within the Contacts database. Ensure that all bug fixes and enhancements are tested annually when a new version of the database is released, as directed by Quality Control Manager. Prepare data and co-ordinate break test on behalf of all Care users in Supporter Services and Fundraising and report results to ISSD. Design and develop any amendments to the Data converter and dataloader when any changes are made when new agencies are contracted. 4. Knowledge, skill and experience Please refer to the attached person specification (Appendix A).

4 5. Organisation Head of Fundraising & Supporter Services Data & Insight Marketing Manager Insight Analyst Database Manager Forecasting Analyst Data Analysts x 3 Training & Support Supervisor Training development advisers x 2 Data Import & Support Administrators x2 6. Job Context The post holder is required to create import routines and procedures and monitor all ona regular basis. Post holder monitors existing schedule of import routines and ensures that all financial processing deadlines are meet. Failure to meet these deadlines must be reported to line manager and in extreme cases, Head of Department. Responsible for ensuring all data imported into the Care database is accurate and appropriate. Responsible for maintaining day to day contact with a range of intneral account managers, such as donor recruitment, donor retention, legacy marketing, along with all supporter services team supervisors. New data load routines or requirements that affect workloads are approved and prioritised by line manager. Post holder will contact external agencies regarding standard errors. Where a change is required for agency to amend their business processing, this will be authorised by line manager. Where there are problems with software, standard errors will be reported by the post holder. Complex issues that may require an enhancement to existing functionality will be authorised by the line manager. All bug fixes that require testing will be provided by line manager. Possess in depth knowledge of CARE and all its processes for training purposes.

5 Possess in-depth knowledge of Access including creating, testing and maintaining queries and SQL. Each year, check all gift aid processing dates against Inland Revenue guidelines and ensure all third party agencies are using the appropriate dates to ensure we maximise Gift Aid income. 7. Additional information N/A Job holder s signature:.. Date: Line manager s signature: Date:.

6 APPENDIX A Person Specification for Database Support & Import Administrator Criteria Essential Desirable Professional/Technical Qualifications Experience & Job Knowledge Maths and English GCSE or equivalent or ability to demonstrate similar numerical/statistical aptitude. Experience of working on relational databases. Word & Excel to intermediate level. Advanced knowledge and use of MS Access to query and undertake general data manipulation GCSE Information Technology or equivalent Previous experience of testing database systems and creating test plans. Practical knowledge and experience of Care database. Working knowledge of Cognos Impromptu or similar reporting tools. Experience of Impromptu Demonstrate a Good working knowledge of and ability to use SQL Experience quality of working with control and data integrity Ability to communicate at all levels both within and outside of the organisation

7 Skills & Competencies Good working knowledge of Microsoft access. Word processing skills. Experience of Impromptu Good knowledge of data protection regulations Working knowledge of Cognos Impromptu or similar reporting tools. Experience of Access Personal Qualities Special Circumstances (if any) Good knowledge of internet Excellent attention to detail. High accuracy rate with attention to detail Ability to work on own initiative Ability to work well and remain calm under pressure Flexible approach to work Tidy and methodical Ability to handle confidential information with discretion.

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