Creative Skillset supports skills and training for people and businesses to ensure the UK Creative Industries maintain their world-class position.

Transcription

1 Job Description Job title: Reports to: Location: Databases Technical Specialist Senior Operations Manager King s Cross, London Job context: Creative Skillset supports skills and training for people and businesses to ensure the UK Creative Industries maintain their world-class position. The development, management and use of databases to support organisational monitoring and reporting is crucial to our operations. Databases are used to produce management information, support grant giving, maintain contact with customers, report on key performance indicators, manage projects, support human resource management and to aid business planning. This role works closely with the Operations Team, Programmes Team and wider organisation. We work with proprietary off-the-shelf and bespoke databases including GIFTS (grant-making), Microsoft Access and Excel, People Point (A Cascade HR system), FluidSurveys and are about to begin development of a new Customer Relationship Management (CRM) system. This is a fixed term contract to 31 March Job purpose: The Databases Technical Specialist is responsible for the creation, development, administration, design, implementation, and support of key organisational databases using Microsoft SQL Server, Access and Excel to generate reports. The postholder will optimise and introduce processes that ensure accurate and compliant data input across the organisation, ensuring accurate reporting. The postholder will also be responsible for maintaining the grant-giving database GIFTS and generating reports. Key responsibilities: Primary responsibilities of the post holder: Develop SQL/Access database solutions to meet organisational need and contribute towards identifying specific requirements for future Directly support the Senior Operations Manager and Programmes Team in the administration and management of the MS Access-based Programmes Database, 1

2 including adding and deleting reference data, creating and amending queries, and extracting data in Excel format; Work closely with colleagues in the Operations team and across Creative Skillset on the development and implementation of the new CRM system, including preparing data for migration, training and supporting staff, and providing system administration once the system is live; Develop and run standard reports to draw information from key MIS such as the organisational Programmes Database, CRM, GIFTS, Cascade HR and FluidSurveys; Be responsible for the weekly updating of a CSV-based course database, published online at Support staff across the organisation in the use of all Programmes Database and MIS Liaise with the Fund Team and other internal users of GIFTS to maintain and update the database and ensure processes are running smoothly; Provide system administration of GIFTS to ensure data collected complies with requirements from our funders, including financial coding; Coordinate, maintain, update and quality check information in Excel-based Dashboard reports with information about monthly Key Performance Indicators; Investigate and proactively propose new database developments or improvements to increase efficiency and improve the quality of business planning and MIS reporting; Take a lead role in database upgrades and enhancements; Monitor and manage a suitable backup process; Be the central point of contact within Creative Skillset for any day-to-day issues with any of the databases; Assist with reporting as required by our stakeholders, both internal and external; Organise regular training and user support for existing staff on the various databases including inductions for new staff. This includes creating training materials and user guides; Investigate errors and problems with databases as reported by users; following up if necessary with suppliers. 2

3 Corporate responsibilities: Take ownership of, and contribute to, internal and external communications activity both in job role and as part of Creative Skillset s overall strategic objectives; Demonstrate a personal commitment to embracing and promoting Creative Skillset s positive approach to the achievement of acceptance, openness, and equality of opportunity at work for people from under-represented groups (i.e. such as those with disabilities and from the Lesbian, Gay, Bisexual and Transgender and Black, Asian and Minority ethnic communities); Promote and develop individual and organisational activities which support and enhance environmental sustainability and health and safety objectives; Establish good working relationships with both internal and external customers and provide a high quality service which meets their needs; Support yours and your colleagues activity through a commitment to effective and correct use of corporate tools and resources, including the Wire (Creative Skillset s intranet) for internal communications and file management, and the CRM (Customer Relationship Management database) for contacts management. This job description is not intended to be either prescriptive or exhaustive. It is issued as a framework to outline the main areas of responsibility at the time of writing. Your manager will, in discussion with you, review the job description at appraisal. It is Creative Skillset s intention to work with you to update and incorporate changes to your job description as required. However, if agreement cannot be reached, Creative Skillset reserves the right to impose changes. 3

4 PERSON SPECIFICATION ESSENTIAL DESIRABLE HOW TO TEST EXPERIENCE AND KNOWLEDGE Extensive data management experience within a variety of software environments Experience of working with the grants management database GIFTS preferably to administrator level Technical Assessment/ Presentation Proven experience of using Excel, Access and SQL to build, maintain and report from databases Experience and knowledge of the operation of different funding and grant-making practice References Experience of maintaining databases across a wide range of Experience of and aptitude for training and supporting non-technical users on simple and complex database Ability to handle a wide range of external and internal enquiries in a timely, professional and helpful manner Experience of providing management reports Experience of working in or understanding of the Creative Industries Ability to translate drawings into diagrammatic visual charts would be advantageous QUALIFICATIONS AND TRAINING COMPETENCIES Experience of following processes that require significant attention to detail, ensuring accuracy at all times A high standard of numeracy and literacy, both written and spoken Excellent communication skills Problem solving Relevant qualification in database management Customer focus (internally) Commitment to excellence Ability to work flexibility 4

5 OTHER SKILLS AND ATTRIBUTES Good IT skills including the ability to use all MS Office products (Word, Excel, PowerPoint) Report writing Flexibility Ability to work with and build relationships with a variety of teams and individuals at varying levels of seniority Able to understand and respond to requests for information from different areas of the business 5