Database and Operations Officer (Maternity Leave Cover)
Hours: Full-Time (9am-5pm, Monday to Friday). Part time considered, minimum 4 days per week
Job Location: Amersham, Buckinghamshire
Contract: Fixed-term, 12 months contract to cover maternity leave
Salary: £26,000 pa
Pension: 7% non-contributory
Annual Leave: 28 days, plus bank holidays
Other Benefits: Employee Assistance Programme (EAP), Free Parking
Job Description
To provide professional, efficient, and effective database management and administrative support to our team. This role sits at the heart of the organisation, supporting all departments through effective office coordination and helping to ensure the smooth day-to-day running of the charity. The role is instrumental in maintaining a high-quality database, enabling accurate data capture and analysis that supports both fundraising and programme delivery.
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.
* Managing enquiries received by the charity by post, email, and phone.
* Keep a tidy office environment.
* 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 and cleaning contractor.
* 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.
* Prepare and process invoices, payments, and expenses.
* Monitor accounts receivable and accounts payable.
* Provide support during financial audits and examinations