Job Description
Job title: Data Management Officer
Reports to: Head of Development
Responsible for: Not applicable
Department: Alumni Development
Grade: RU06
Main purpose of the job:
To ensure that the Department of Alumni Development has accurate and relevant data relating to our fundraising, alumni and stakeholder relations work.
In particular, the post holder is responsible for managing all aspects of the Roehampton alumni and stakeholder communities on our Microsoft Dynamics CRM system, including reporting, data analysis, prospect research, affinity modelling, and other system enhancements. The
effectiveness and direction of the team will be reliant upon the integrity and upward dissemination of data for which this post is responsible.
Main duties and responsibilities:
1. Responsibility for the data input and management of our alumni and donor records in the CRM system (Microsoft Dynamics) and other development software; tracking, analysing and addressing system, data and user issues.
2. Develop, document and implement policies, procedures, and work-flow rules for the database including for example access permissions and privileges.
3. Provide reports for senior colleagues, which address trends, segmentation or other
changes to our alumni and donor population.
4. Collect, analyse and distribute national data about trends in alumni relations and philanthropy.
5. Maintain documentation and agreements about all donations into the university, working with Finance to record all gifts and pledges so that the team can process thank you letters.
6. Working closely with the Head of Development to conduct prospect research utilising research resources on-line, in-house, and with external companies where appropriate.
7. Work with colleagues in the Business Analysis Team to further develop the use of the
CRM database.
8. Develop affinity modelling for the CRM system to enable the team to accurately measure engagement and loyalty and to effectively implement our stewardship strategy.
9. Maintain data standards and advise on policy, including adherence to the Data
Protection Act, Email Privacy Act, HMRC regulations and the Freedom of Information Act.
10. Assist with Alumni Development events and other duties within the team as needed.
Organisation chart:
Director
Head of
Develpment
Data
Management
Officer
Alumni
Development
Officer
Graduate Intern
(vacant)
History and
Heritage Adviser
Person Specification
The Person Specification focuses on the knowledge, skills, experience and qualifications
required to undertake the role effectively. Please ensure that your application demonstrates how you meet the essential criteria. You will be assessed by your completed application form (A), at interview (I) and in some instances through an exercise (E).
Requirements Essential Measured
by:
Education and Qualifications
An honours degree in an analytical subject, for example Computer Science, Mathematics or Statistics, or a social science degree with a level of data handling and research or
equivalent experience.
A
Knowledge and skills High level of computer literacy, accuracy and attention to detail.
Demonstrable ability to identify, recommend and implement improvements in the way in which data is handled.
Ability to take independent decisions, knowing when to refer to another colleague or department.
Able to advise and make recommendations about data management issues including HMRC regulations and data protection.
Thorough understanding of database
structure and ability to build complex queries and reports.
Organisational skills to be able both prioritise their own work and respond to spontaneous requests from senior colleagues
Proven ability to think ahead to anticipate data needs, and of using this knowledge to develop initiatives and approaches
proactively, rather than just tackling problems as they arise.
Able to analyse and interpret data from a range of sources providing analyses and recommendations for alumni and fundraising activities.
Analytic, detail-oriented, results-focused, competent problem solver.
Tactful, diplomatic and trustworthy with an understanding of the need for confidentiality as the role will involve handling with highly sensitive and confidential data.
Ability to maintain a professional level of customer service across the University.
Proficiency in using MS Office software.
To work in a flexible and enthusiastic manner. A, I I, E I A, I A A, I A, I A, I A, I A, I A, I A, I A, I
Work experience Experience and understanding of the targeted marketing/customer and contact relationships models in relation to donations/seeking new business.
Experience of actively managing multiple data projects to achieve defined quality standards and targets, using established and agreed methods.
Proven proficiency in database management, preferably experience of a CRM system with a high level of efficiency, accuracy and speed.
Experience with mapping and merging separate data sources.
A, I
A, I
A, I
Managerial skills (all managers)
Not applicable
Communication skills Proven and excellent interpersonal skills
Ability to communicate with a range of
University staff including senior management.
Demonstrable skills in listening to data requests and interpreting the needs of the individual, ensuring that both parties fully understand all implications and variations that are available to enable the most informed decision possible.
Proven ability to give and seek both
structured and informal feedback in a clear, open and constructive manner.
Proven ability to communicate and explain data issues to staff and providing comment and feedback to influence decision making.
To frequently produce explanatory notes alongside statistics in a range of factual reports.
To develop successful relationships with colleagues in other areas and with relevant external organisations. A, I I A, I I A, I A, I A, I Other requirements Desirable Desirable
Experience of the higher education sector
Experience within a fundraising environment
Experience of working in a marketing
environment and either CIM membership or equivalent empirical experience.
A A A
Additional Information
Salary range: £29,674 to £32,952 p.a. The appointment is usually made at the bottom of the range
The appointment is offered on a permanent basis, subject to satisfactory references.
The annual leave entitlement is 30 days p.a., additionally there are 3 – 4 days when the university closes for Christmas
Your normal hours of work will be 35 hours per week, plus a lunch break of one hour each day.
Job description prepared by: Eleanor Merrick Date: 11 November 2014
