Pilgrims Hospices in East Kent

PILGRIMS HOSPICES IN EAST KENT

JOB DESCRIPTION

Job Title: Database Officer
Department: Income Generation & Marketing
Salary: £22,000-£25,000
Responsible to: Individual Giving Manager
Accountable to: Individual Giving Manager
Professionally accountable to: Director of Income Generation & Marketing
Location: Canterbury

General

Pilgrims Hospices is one of the largest hospices in the UK, employing over 400 staff and supported by more than 1,500 volunteers,

Pilgrims provides palliative care for adults with a range of illnesses that cannot be cured including cancer, heart failure, respiratory conditions and neurological diseases. Care is provided from thethree sites in Canterbury, Ashford and Thanet,in patients' homes and via community programmes. Care is also extended to families and carers. Pilgrims well-resourced multidisciplinary team includes consultants, nurses, counsellors, social workers, complementary therapists and chaplains, with support from other dedicated therapy staff.

To keep delivering care to those who need it most, Pilgrims has to raise in excess of £9 million each year. The majority of this comes from our local community. Pilgrims Hospices has its own lottery and a chain of shops in east Kent.

In addition, Pilgrims has a central services team comprising Human Resources, Education, Accounts, IT, Supporter Services, Income Generation & Marketing.

Purpose of the role

The Database Officer will be responsible for the management, maintenance and cleansing of the Pilgrims Hospices Donorflex database, and for all data requirements across Income Generation & Marketing. You will provide data expertise and data management to support the Income Generation team, and work closely with the Individual Giving Manager providing database audits, data analysis and post campaign analysis.

Reporting to the Individual Giving Manager the role will be responsible for ensuring that the fundraising database (Donorflex) is a functional tool, providing accurate and up to date information for the team to use. This will include working with the Individual Giving Manager to define and implement a segmentation coding structure, determining the best way to input donor information on a day to day basis, as well as working with Finance and Supporter Services to ensure that end of month reconciliations run smoothly. The role will also involve regular communication with Donorflex’s support team to ensure that Pilgrims Hospices is using Donorflex to its maximum ability.

Main Responsibilities

1.  Database development & accuracy

·  Responsible for overseeing the day to day development of the Donorflex database

·  To set and maintain data management standards and refine existing processes and

policies to ensure that the database is being used to its full potential for the benefit of the

charity.

·  Identify, suggest, and implement data strategies based on data analysis

·  Responsible for designing and maintaining systems and processes to ensure the fundraising database supports fundraising needs

·  Responsible for maintaining accurate, consistent and reliable information about the charity’s supporters for relationship development and fundraising purposes

·  Create and manage data cleansing processes

2.  Team working

·  Work cross departmentally to implement necessary changes in data processing, coding, and analysis for new fundraising projects

·  Manage requests for donor data and information from different teams

·  Design and program data segmentation to support direct mail, online fundraising and all other fundraising programs

·  Keep up to date with Donorflex upgrades and ensure that Pilgrims Hospices implements upgrades within the database. Work with Supporter Services to ensure that processes are as smooth and efficient as possible.

·  Maintain a proactive relationship with the database provider

·  Ensure that imports of all third party data including: Just Giving; SAGE; Virgin; Pilgrims website are timely and accurate

·  Regularly audit and when appropriate retrain colleagues ensuring the database is being used effectively by all users, including users based at our Ashford and Margate Hospices.

·  Support the Supporter Services Team with monthly Gift Aid applications to HMRC

3.  Finance, compliance and regulation

·  Support the finance team with reconciliation of income

·  Develop data management guidelines and protocols including data protection requirements ensuring all relevant staff adhere to them to achieve the highest standards of supporter care

4.  General requirements

·  Support the Individual Giving Manager to develop an Individual Giving programme

·  When appropriate recruit and manage volunteers to support the job role

·  Deal with enquiries promptly and effectively

·  Contribute to the production of effective supporter communications

·  Dynamic and positive attitude.

Benefits

We are committed to providing dedicated support to our patients and their carers. We currently employ over 400 full and part time staff in a variety of professional disciplines, but we are frequently looking for additional talented and motivated people to join our team.

Our hospices offer modern, friendly, pleasant and highly professional working environments with sites in beautiful and well-populated areas of east Kent – Canterbury, Ashford and Thanet –with very good road and rail links.

All new staff receive a comprehensive induction programme and valuable opportunities for professional development and training. Depending on the post, we offer flexible working opportunities, access to hot meals, parking, childcare vouchers and staff counselling support.

NHS staff

You have the option to stay in the NHS pension scheme if you have contributed within the last 12 months.Please note that certain criteria must be met.For clinical posts (Medical and Nursing)Pilgrims Hospicesadheresto theAgenda for Change remunerationstructure with bands and points as per the NHS.

Staff benefits

Pilgrims Hospices are pleased to be able to offer the following benefits to all staff:

·  Free on site car parking

·  Nutritious lunches and dinners available on all sites at subsidised rates

·  Childcare vouchers

·  Counselling support for staff with a number of sessions free of any charge

·  Provision of uniforms for nurses, catering and domestic staff

·  Complimentary therapies available and free to staff

·  Contributory Group Personal pension or continuation of NHS pension

·  Occupational Health support

·  Staff library

·  Excellent training and development opportunities

·  Local business discounts

·  Optional healthcare scheme

CONDITIONS OF SERVICE

These terms and conditions apply to all permanent staff.

SALARY

All salaries will be paid monthly on 23rd of each month, direct to the bank account of the member of staff concerned.

HOURS OF WORK

Your normal hours of work each week will be stated in your contract of employment.

ANNUAL HOLIDAY

Your annual leave entitlement is stated in your contract of employment.

Part-time Staff

Part-time staff are entitled to a pro rata proportion of the annual leave entitlement including bank holidays. Part-time members of staff will be notified of their leave entitlement in their individual contract of employment. To see a breakdown of how this leave is calculated please contact the Human Resources Department.

Holiday Year

The holiday year will start on 1st April and finish on 31st March. In the holiday year in which a member of staff resigns, he/she shall be entitled to a pro rata proportion of the annual leave entitlement. The annual leave entitlement may be taken at any time within the ‘holiday year’, subject to authorisation by the Line Manager. This must be obtained prior to any booking being made.

When a member of staff leaves the Hospice, their annual leave entitlement will be calculated on a pro-rata basis for the period of completed service. If more leave has been accrued than taken, the Hospice will make a payment in lieu of holiday in the final salary payment. If the leave taken exceeds the leave accrued, the Hospice will deduct the value of the over-taken leave in the final salary payment.

There is no entitlement to payment in lieu of holiday not taken except when a member of staff leaves the Hospice.

PENSION

In accordance with the current rules of the NHS pension scheme, employees who have contributed to the scheme in the 12 months prior to commencing employment with Pilgrims Hospice may continue in this NHS scheme.

For other employees, the Hospice offers a stakeholder pension with Standard Life. The Hospice make a contribution to your pension of 5% of your gross pay for any member of staff who joins the scheme. The minimum contribution you would need to make is 2% per month. All staff are eligible to join the pension scheme after successfully completing their probationary period.

PROBATION

All staff, including those on part-time and fixed-term contracts, who are new to the Hospices undergo a probationary period. The duration of probationary periods is 6 months. Full details can be found in the Probation policy.

APPRAISAL

Pilgrims Hospices has an appraisal scheme and all members of staff are required to participate. Further details are available from the Education and Training Department.

PERIOD OF NOTICE

During any probationary period, the period of notice is one week on either side.

Following completion of probation, please refer to your contract of employment which outlines the detail of notice due.

A member of staff in possession of any Hospice property must return all property before the end of their notice period, or at any other time when asked to do so. The Hospice reserves the right to deduct the replacement cost of any unreturned property from the individual’s final salary payment.

How to apply

For an informal and confidential discussion about the role, please contact:

Sara Scriven, Individual Giving Manager

T: 01227 782 066

Application is by way of CV and a Supporting Statement, which should concentrate on the experience and knowledge requirements and be around 1,000 words max.

Selection process and timescales

Closing date: TBC

First interviews: TBC

Second interviews: TBC

Venue

All interviews will take place at Pilgrims Hospices

56 London Road

Canterbury

CT2 8JA

Accessibility

Please let us know if you have any special requirements which we might need to consider in relation to the selection process, e.g. attending interview, completing the online exercise. Any requests will not be taken into account in the selection process.

PILGRIMS HOSPICES – PERSON SPECIFICATION

Database Officer

This person specification sets out the essential, minimum qualities we are seeking for this post. Please ensure that your application demonstrates how you meet the criteria. You may include voluntary, unpaid and paid work.

Essential / Desirable
Knowledge and experience
Two years’ or more database management experience, preferably Donorflex, including data cleansing and deduplication. / þ
Experience of working in the Third Sector, fundraising or closely related fields, particularly in relation to implementing supporter journeys based on life-time value. / þ
Extensive knowledge of segmentation techniques and coding to enhance database accuracy and usability / þ
In-depth experience of producing KPI reports, data analysis and identifying trends. / þ
Excellent understanding of databases as fundraising / marketing tools, ie, the principles of charity direct marketing and experience of applying data analysis skills in a direct marketing environment, including segmentation, targeting and testing in communications. / þ
Understanding of the importance of the interdependencies between finance systems and the fundraising database / þ
Good understanding of the Data Protection Act, Gift Aid regulations and a general understanding of the Fundraising Standards Board guidelines of excellence / þ
Working knowledge of SQL and writing SQL queries. / þ
Skills and abilities
Educated to degree level or equivalent / þ
Excellent IT skills, including comprehensive knowledge of MS Office, especially Excel. / þ
Excellent communications (written and verbal) and interpersonal skills that can be applied at all levels across the organisation. / þ
Ability to impart and transfer knowledge to others and articulate a balanced, evidence based review of the database needs. / þ
Ability to work effectively within a team. / þ
Attention to detail with ability to work accurately and methodically under pressure, and to meet deadlines. / þ
Ability to draft and write high quality data analysis reports. / þ
Ability to articulate a balanced evidence based viewpoint about potential improvements to the database and the ability to implement agreed changes / þ
Effective influencing skills / þ
Ability to identify opportunities for innovation and creativity which contribute to the organisation’s goals and continued success
Ability to deal professionally and sympathetically with patients and supporters / þ
Full driving license and car owner / þ
Qualities
An understanding of the value of good information and support services. / þ
Flexible approach to working patterns and willingness to work across three different sites. / þ
Evidence of commitment to ongoing professional development / þ
Legal right to work in the UK / þ

* The role may include some travel for the purpose of training and attending external meetings. Occasionally, there may be the need to work at weekends or during anti-social hours, for which notice and time off in lieu will be given.

Date Written: September 2015