DATABASE MANAGER

CANDIDATE INFORMATION PACK

Oct 2012

Contents

Introduction from Ann Heaton

Chair of Arthritis Care’s Board of Trustees

Job Description and Person Specification

Terms and Conditions

Recruitment Timetable

How to Apply

Equality & Diversity Monitoring Form

Information for Candidates with Disabilities

Asylum & Immigration – Pre-Employment Related Guidance

Introduction from Ann Heaton, Chair of Arthritis Care’s Board of Trustees

Dear Candidate

Thank you for your interest in the role of Trust Fundraiser for Arthritis Care.

We work with and for all people living with arthritis, their families and carers. As a user-led organisation, people with arthritis are at the heart of our work – they form our staff, volunteers, membership, serve on our Board of Trustees, are involved in all of our activities and directly influence what we do.

We provide clear and accurate information about arthritis. Our helplines team offers practical, confidential support backed up by a wealth of useful publications. We run a range of self-management and personal development programmes, giving people the confidence and skills to manage their arthritis and dramatically improve their quality of life

We put people with arthritis in touch with each other through our network of some 200 branches and groups and campaign for greater awareness of the needs of everyone with arthritis and for improved services, working closely with health professionals and partner organisations throughout the UK.

The quality of our services and user led information has helped us attract dedicated patrons including our President, Jane Asher, who adds enormous value through her support to engage the public and promote our work.

These are hard times for Arthritis Care, as for many other charities and we are reshaping our business model and cutting costs to match our expected level of income in 2012. Even so, Arthritis Care is an exciting and challenging place to work and we are fortunate to enjoy the support of exceptional staff and volunteers who are dedicated to helping and supporting people living with arthritis. If you share our passion to ensure the needs of people living with arthritis are fully recognised and you feel you have the full skill set required for this role then we look forward to hearing from you.

Yours faithfully

Ann Heaton

ARTHRITIS CARE

Job title:Database Manager

Location:UKO

Reports to:Supporter & Membership Manager

Direct reports:None

Grade / Salary:VIA Circa £25k

Date:September 2012

Job Purpose

  • To ensure the smooth running of the CRM database, and to act as a single point of contact for all users in order to maintain data-quality across UKO, Regional and National Offices.
  • To record and revise database procedures as necessary, and manage the extraction of data from the system to support all areas of Arthritis Care
  • To deliver structured training to all users, and to liaise with the CRM database company in relation to resolving system functionality issues and developments.
  • To oversee and record all Supporter Communications including Gift Aid Declarations
  • To produce accurate quarterly Gift Aid Claims

Principal Accountabilities

  1. Monitor database use, ensuring data is kept clean and up to date
  2. Working with all Regional/National and UKO departments to clean all supporter data in the most cost-effective manner possible.
  3. Set up and maintain queries and reports, ensuring accurate financial and supporter information is recorded onto the eTarget database
  4. As the main point of contact, approving and advising data selections for all users in all situations.
  5. Regularly assessing the needs of the users to ensure the database offers the functionality required.
  6. Working with the CRM Database supplier to bring about any changes to the functionality of the system within agreed budget structures.
  7. Working with the Supporter & Membership Manager to ensure that CRM system costs, including license usage, is in line with budgetary requirements.
  1. To proactively manage the use of the database and assist and support users in a friendly and open manner
  1. To manage and implement the process of data input for all supporter subscriptions and donations including Direct Debit and Standing Order Payments. Including reconciliation of claims and payments
  1. To devise and implement processes so that the Supporter Database (e Target) and the Finance Database (SUN) are able to reconcile on a monthly basis.
  1. Ensure appropriate documentation is kept up to date and circulated on a regular basis to users relating to proper use of the database and its functions
  2. Train users and also offer refresher training as appropriate.
  3. Regularly meeting the CRM supplier to discuss possible future developments and to review current activity
  4. Raise any issues with the database, reporting them in the agreed time-frames and monitoring their resolution
  1. Producing reports and analysing trends in activity, as and when require
  2. Possible UK travel and out of hours work and volunteering or attendance at organisational events, specifically in relation to training database users

Planning & Organising

  • Responsible for on-going training and production of accompanying documentation
  • Responsible for maintaining accurate log of data selection and data “owners”

Decision Making

  • Responsible for deciding the most effective and accurate ways to record data across all areas of Arthritis Care
  • Responsible for selecting data and excluding/including records as appropriate

Problem Solving

  • Main point of contact for all database queries
  • Responsible for the development of database functionality and resolution of issues

Key Contacts & Relationships

  • UKO & Regional and National staff using the CRM database
  • Centrepoint ( E Target)
  • Outsourced partners including fulfilment company and financial processing companies
  • Finance Department
  • Head of Fundraising

Person Specification

Job Title:Database ManagerDate: September 2012

Criteria:E = EssentialD = desirable

Experience (including voluntary work)

  • Experience of managing & entering data onto CRM databases (E)
  • Work experience in an office environment (E)
  • Experience of working to tight deadlines (E)
  • Experience of working with databases, analysing data and reporting (E)
  • Report and query writing (E)
  • Working with e Target Database (D)
  • Experience of fundraising (D)
  • Experience of dealing with external suppliers (D)
  • Training people of various degrees of technical ability (D)

Knowledge

  • Strong understanding of the importance of accurate data, in order to create effective fundraising campaigns (E)
  • Good knowledge of the use and application of databases (E)
  • General understanding of data selection processes (E)
  • Excellent working knowledge of IT systems including word processing and spreadsheets (e.g. MS Word, Excel and Power Point) (E)
  • Awareness of the issues relating to people with disability (D)
  • Awareness of the charity sector and the importance of a CRM system (D)

Skills and Abilities

  • Strong understanding of supporter and customer care and its relation to accurate data (E)
  • Excellent communication skills, written and verbal including the ability to be at ease with people of all levels (E)
  • Ability to create clear and thorough documentation of database processes (E)
  • Strong organisational skills and ability to deal with various tasks simultaneously (E)
  • Ability to work under pressure and to prioritise effectively, whilst ensuring accuracy of output (E)
  • Willingness and ability to take on responsibility and using initiative (E)
  • Good team working skills (E)
  • Innovative and open to new developments (E)
  • Access database skills (D)
  • SQL skills (D)

Special circumstances

  • Willingness to work occasional out of office hours (E)
  • Some requirement to travel to other UK offices (E)

How to Apply

Should you have any queries or wish to have an information discussion about this role then please contact Peter Rowbottom Head of Fundraising

via PeterR @Arthritiscare.org.uk

To apply for this role, please complete the application form within this pack, ensuring that how you meet the criteria set out in the person specification. You should provide concise and specific examples to demonstrate your competencies, achievements and skills addressing the specific criteria as set out.

Please give the names, positions, organisations and telephone and email contact details of at least two referees, one of whom should ideally be your current or most recent employer. If you specifically do not wish one or more referee to be approached without your prior permission, you should clearly indicate this.

You are invited to complete and return the Equality & Diversity Monitoring Form. The information on this form will be treated as confidential and used by the HR Department for statistical monitoring purposes only. This form will not be treated as part of your application and will not be released outside of the HR Department. For clarity, it will not be seen by anyone directly involved in the selection process.

Finally, please ensure you include telephone contact numbers and at least one e-mail address that we can easily contact you on.

The closing date for applications is Thursday 8th November By 5pm

Applications should be emailed to .

Alternatively, you can send your application by post under confidential cover to Human Resources, Arthritis Care, 18 Stephenson Way, LondonNW1 2HD

Application for

Employment

Please complete in black ink or type

1.Personal details

Surname: / Preferred title:
Mr/Ms/Mrs/Miss etc
Forename(s):
Address for further communications: / Telephone numbers:
Home:
Work:
Postcode:
Email: (if appropriate) / Ext:
Mobile: (if appropriate)

2. Referees

Please give the names of two referees who are able to comment on your suitability for this post (one of whom should be your current or most recent employer)
Name: / Name:
Position: / Position:
Company: / Company:
Address: / Address:
Tel: / Tel:
May we take up references before interview? Yes/No

3. Education and qualifications

(including adult of further education)

Name of School / College / University & Dates (from / to) / Qualifications / Grade / Level

4. Present (or last) employment

Post held: / Salary:
Grade:
Other Benefits:
Name and address of employer: / Date of appointment:
If applicable, Date left:
Reason for leaving:
Notice required:
Main responsibilities:

5. Previous employment (paid or unpaid)

Employer / Post held / Salary/ Grade / Dates
from/ to / Reason for leaving
Please give details of any other activities outside work relevant to your application (voluntary/ community work, membership of public bodies, etc):

6. Community and voluntary activities

7. Representation of people with arthritis

We are seeking to increase the representation within Arthritis Care of disabled people who have experience of arthritis
Do you have arthritis?Yes/No
Does arthritis significantly affect your life?Yes/No
Do you consider yourself disabled?Yes/No

Do you wish to be considered for a job share? Yes/No

If yes, what hours would you propose to work?
If you are making a joint application with a job share partner, please give details below:

8. Job share

9. Information in support of your application

Please say why you are applying for this post and why you should be appointed. For the sake of clarity, please use the headings detailed in the Person Specification relating to the job for which you are applying (Experience, Qualifications, Knowledge, Skills and Special Circumstances). You are advised to comment on all criteria detailed within the person specification.
Please continue on a separate sheet if necessary.
Signature:
Date:

ARTHRITIS CARE

Terms and Conditions

Salary

Circa £25k inclusive of London Weighting

Hours

35 hours per week excluding unpaid lunch breaks.

Pension

After 3 months probationary service all staff are eligible to take up membership of The Pensions Trust pension scheme, staff contribution of 5% and Arthritis Care contribution of 7%. The Scheme is a contributory one and your contributions will be deducted from your salary. Full details of the scheme will be provided.

Death in Service Benefit

Employees who are confirmed members of the above pension scheme also receive 4 times basic salary death in service benefit. Full details of the scheme will be provided.

Annual Leave

27 days per calendar year pro rata to include 3 days to be utilised over the working days between Christmas and New Year, plus UK Bank and Public Holidays.

Location

London office base

Probationary Service

3 months

Timetable

Stage / Date
Closing date for applications / Thursday 8th November2012 (by 5pm)
Short-list confirmations / Monday 12th November
Formal Interviews / Friday 23rd November

Arthritis Care

Equality & Diversity Monitoring Form

The information contained in this monitoring form will be treated confidentially and will be used only by the human resources staff for monitoring equality of opportunity.

This information will not be used for selection purposes or seen by selection panel members

Post Applied for:
Applicant’s Surname
Forenames:
ETHNICITY DETAILS (please tick one box only)
WHITE / MIXED / ASIAN OR ASIAN BRITISH / BLACK OR BLACK BRITISH / CHINESE OR OTHER ETHNIC GROUP
British
Irish
Other White background / White and Black Caribbean
White and Black African
White and Asian
Other mixed background / Indian
Bangladeshi
Pakistani
Other Asian background / Black Caribbean
Black African
Other Black background / Chinese
Other Ethnic group

MALE

FEMALE

If you wish to specify your ethnic origin in greater detail, or differently to the descriptions above, please use this space:

DISABILITY/IMPAIRMENT DETAILS - The employment rights act definition of disability: Someone who has a mental or physical impairment that has a substantial and long-term adverse effect on the person’s ability to carry out normal day-to-day activities.
DO YOU CONSIDER YOURSELF TO HAVE A DISABILITY / YES
NO
IF YES, PLEASE DISCLOSE THE NATURE OF YOUR DISABILITY BELOW:

Arthritis

/ Yes / No

I experience or have experienced disability as a result of arthritis

AgeRange - Please tick the appropriate box -
16-25
26-35
36-45
46-55
55+

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ARTHRITIS CARE

INFORMATION FOR CANDIDATES WITH DISABILITIES

Arthritis Care is committed to employing people with disabilities, and in particular those people who are experiencing or who have experienced disability as a result of arthritis.

We have therefore established links with our local Disability Services Team, which is part of the Employment Service, who can provide us with advice on all aspects of the employment of people with disabilities e.g

  • Advice on the work environment, including access and layout
  • Help towards the cost if we need to adapt or buy equipment: supplying some items of facilitation equipment.
  • Advice about legal responsibilities.
  • Help on developing good employment practices within Arthritis Care.
  • Help to access the best way for a newly disabled employee or disabled employee whose health has deteriorated, to continue using their skills and experience at work.
  • Information on other sources of specialist help, such as the Employment Service Ability Development Centres.
  • Continuing support after we have recruited someone with a disability.

Please do not hesitate to contact the human resources team if you would like to discuss any reasonable adjustments in relation to your application, interview processes or potential employment

ASYLUM AND IMMIGRATION ACT (1996)

GUIDANCE NOTES TO CANDIDATES

The Asylum & Immigration Act (1996) states that the person employed by an employer must have the current and valid permission to be in the UK and that permission does not prevent her/him taking the job in question. As a result, in order to comply with the Act, Arthritis Care requires the successful candidate before commencing employment to produce either one of the documents detailed in list 1 below, or two documents from one of the combinations outlined in list 2:

LIST 1

  • A passport showing that the holder is a British citizen, or has a right of abode in the United Kingdom.
  • A document showing that the holder is a national of a European Economic Area country (Austria, Belgium, Cyprus, CzechRepublic*, Denmark, Estonia*, Finland, France, Germany, Greece, Hungary*, Iceland, Ireland, Italy, Latvia*, Liechtenstein, Lithuania*, Luxembourg, Malta, Netherlands, Norway, Poland*, Portugal, Slovakia*, Slovenia*, Spain, Sweden, United Kingdom) or Switzerland. This must be a national passport or national identity card. (Please note workers from countries marked * above are required to register with the home office if offered employment).
  • A residence permit issued by the Home Office to a national from a European Economic Area country or Switzerland.
  • A passport or other document issued by the Home Office which has an endorsement stating that the holder has a current right of residence in the United Kingdom as the family member of a national from a European Economic Area country or Switzerland who is resident in the United Kingdom.
  • A passport or other travel document endorsed to show that the holder can stay indefinitely in the United Kingdom, or has no time limit on their stay.
  • A passport or other travel document endorsed to show that the holder can stay in the United Kingdom; and that this endorsement allows the holder to do the type of work you are offering if they do not have a work permit.
  • An Application Registration Card issued by the Home Office to an asylum seeker stating that the holder is permitted to take employment.

If you are unable to produce the original of one of the documents detailed above then please refer to List 2 below.

LIST 2

If you are not able to produce one of the documents detailed in list 1 above, then you must produce two documents from either combination A or combination B below. Both documents must be from the same combination.

Combination A

To satisfy combination A you must produce a document giving your permanent National Insurance Number and name. This could be a: P45, P60, National Insurance card, or a letter from a Government agency.