Database Manager - Volunteer
Join to apply for the Database Manager - Volunteer role at Mind Over Mountains.
The Volunteer Database Manager will help Mind Over Mountains unlock the full potential of our CRM (Beacon), turning data into clear insight for funders, leaders and delivery teams. This is a systems‑shaping role focused on smarter reporting, automation and growth‑led decision making.
What difference will you make?
This role will have a disproportionately positive impact on Mind Over Mountains at a pivotal stage of our growth.
By strengthening how we use our Beacon CRM, the Volunteer Database Manager will help us turn a large volume of existing data into clear insight, better decisions and stronger impact. We already work with hundreds of participants, volunteers, funders and partners across multiple regions; this role ensures that learning from that work is fully captured, understood and used.
For the organisation, the role will
* Enable clearer, more confident reporting to funders, commissioners and partners, strengthening trust and improving our chances of securing sustainable funding.
* Support leadership, trustees and Regional Programme Leads with dashboards and KPIs that inform planning, forecasting and growth.
* Reduce pressure on a small, fast‑growing staff team by improving automation, reducing duplication and cutting unnecessary manual admin.
* Create more resilient systems and processes, ensuring MoM can scale without losing quality or clarity.
For our delivery, the role helps ensure that
* Participant journeys, bookings and events run more smoothly.
* Volunteers and walk leaders are better supported with clearer data and systems.
* Regional delivery is informed by evidence rather than guesswork.
For our impact and beneficiaries, this role helps us
* Evidence wellbeing outcomes more clearly and consistently.
* Understand who we are reaching, where gaps remain, and how we can be more inclusive.
* Make stronger cases for funding that directly translates into more walks, retreats and early‑intervention mental health support.
Ultimately, this volunteer will help Mind Over Mountains reach more people, more sustainably, without over‑stretching staff or compromising our values. Their contribution sits behind almost every part of the organisation — from funding and strategy to frontline delivery — making it one of the most high‑leverage volunteer roles we offer.
For someone motivated by using skills for social good, this role provides a powerful opportunity to shape systems that support the mental health and wellbeing of hundreds — and, over time, thousands — of people who benefit from Mind Over Mountains’ work.
What are we looking for?
We are looking for someone who combines technical confidence with a collaborative, values‑driven mindset. This role suits a volunteer who enjoys using systems and data to make a real‑world difference, and who is motivated by helping a growing charity work smarter and more sustainably.
Most important qualities
* Curious and improvement‑focused – someone who enjoys looking at how systems currently work and spotting opportunities to make them clearer, more efficient and more useful.
* Collaborative and patient – able to work alongside staff with varying levels of confidence in data and systems, and explain things clearly without jargon.
* Purpose‑driven – motivated by social impact and comfortable working in a small, fast‑growing charity environment where priorities evolve.
* Practical and solutions‑focused – able to balance strategic thinking with hands‑on problem‑solving.
Essential Skills And Experience
* Strong experience in database or CRM management, including structuring data, maintaining quality and producing reports.
* Confidence working with dashboards, KPIs and performance reporting, and translating data into insight for non‑technical audiences.
* Experience using data to support decision‑making, planning or funding.
* A good understanding of how systems, processes and workflows fit together.
Experience of working with charities, social enterprises or other values‑led organisations is highly beneficial, particularly where data supports impact reporting or service delivery.
Desirable Experience
* Direct experience of Beacon CRM (or similar platforms such as Salesforce, Donor fy, Raiser’s Edge or eTapestry).
* Experience improving automation or system integrations, for example linking CRMs with forms, booking systems or spreadsheets.
* Familiarity with charity impact reporting, funder requirements or outcome measurement.
* Experience supporting teams through system change or improvement.
Working style
This role suits someone who is comfortable working remotely, managing a flexible time commitment, and taking ownership of defined pieces of work while staying closely connected to the wider team.
You do not need to know everything on day one. What matters most is a willingness to learn, share knowledge and help shape systems that enable Mind Over Mountains to support more people, more effectively, through the power of nature.
What will you be doing?
We need a Volunteer Database Manager to help Mind Over Mountains make far better use of the rich data we already hold, primarily through our Beacon CRM. This is a systems‑shaping role focused on insight, automation and decision‑making – not routine data entry.
The core purpose is to turn existing data into clear, reliable intelligence that supports delivery, funding, growth and impact.
Key responsibilities and priorities
* Optimise how we use Beacon CRM. The volunteer will act as a central point of coordination for Beacon, reviewing how it is currently configured and used across the organisation. Their priority will be to strengthen data structures, consistency and standards across contacts, programmes, regions, events and outcomes, ensuring data is reliable and usable.
* Create dashboards, reporting and insight. A major deliverable is the development of clear dashboards and reports for different audiences, including:
o Funders and partners (impact, KPIs, grant reporting)
o Internal leadership and trustees (performance, reach, growth)
o Regional Programme Leads (delivery, forecasting, bookings)
* Improve automation and systems flow. The volunteer will help streamline and automate processes where possible, particularly around participant bookings, event workflows and reporting. This includes improving how Beacon connects with forms, spreadsheets, email and booking systems, reducing duplication and manual admin for a small, fast‑growing team.
* Strengthen impact and financial reporting. They will support clearer reporting of wellbeing outcomes, participation and bursary use, and help link financial data to programmes, regions and funders. This will enable MoM to evidence impact more robustly for trusts, commissioners and partners.
* Build internal capability and resilience. Alongside technical improvements, the role includes sharing guidance with staff, documenting processes and helping embed confident, consistent use of Beacon so systems remain sustainable beyond any one individual.
Team and structure
The volunteer will work closely with the CEO, Operations team and Regional Programme Leads. The role is strategic but practical, flexible and collaborative, with a modest time commitment (around 4–8 hours per month). Despite being a volunteer role, its impact is significant – enabling better decisions, stronger funding relationships and more effective delivery across the charity.
In short
This volunteer helps MoM work smarter, not harder – using data to support people, places and purpose.
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