JOB PROFILE
Database and Process
Manager
Role:
Name:
Date profile last reviewed:
Reports to:
Head of IT
1. MAIN SUMMARY OF ROLE:
Lead and develop the use of IT systems and CRM databases for the RAF Benevolent Fund
and create a culture of continuous improvement in business processes. Devise and
implement systems improvements in order to realise business benefits. The initial focus (1218 months) will be on the incoming CARE CRM and welfare system.
NEED TO
2. KEY RESPONSIBILITIES:
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Lead on database development in order to maximise the return on database
investment, particularly by developing leaner and improved business processes for
the RAF Benevolent Fund.
Act as the primary contact for users and coordinate cross-departmental activities.
Support users by helping them to understand and use the applications effectively,
Provide end-user training to ensure uniform processes are employed across the RAF
Benevolent Fund.
Working with Heads of Department, institute and drive a culture of continuous
improvement in business processes by identifying and challenging inefficient
processes.
Devise systems improvements and implement solutions in order to unlock the
business benefits of automation, efficient workflow and communication.
Manage liaison between RAF Benevolent Fund and external suppliers and lead on
the escalation of technical and data related issues.
Work with the Marketing and Communication Team to deliver data selections,
segmentation and analysis.
Lead on the configuration of applications: includes setting parameters, permissions,
views, tables, workflow, etc. in a consistent and coordinated way across all
departments. This work will require an understanding of databases and technologies
used, particularly Microsoft SQL databases.
Support users, provide one-to-one training including report writing, diagnosing
problems, applying data fixes and supporting the creation of user/system
documentation.
Be proactive and remain up-to-date with developments in software, issues affecting
systems and assessing how such changes will affect users.
Provide training for users on the new developments and, in consultation with the user
community, plan database upgrades.
Work with users to identify reporting requirements and how these can be met. Set up
views of the database to enable users to extract information and report on it
effectively. Advise users on the best approach and most appropriate product to use
for their reports and enquiries.
Support and develop the use of Sharepoint and Filehold (EDRM software) to enhance
the efficiency and effectiveness of business processes.
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COMPETENCIES REQUIRED FOR THE ROLE
Job Knowledge
Decision Making and Problem Solving
Drive, Energy, Motivation
Adaptability and Flexibility
Accuracy and Time Management
Teamwork
Verbal Communication
Written Communication
Planning
Representation
QUALIFICATION(S), KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED FOR THE
ROLE
4. Academic/Professional Qualification(s) or equivalent:
Essential
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Desirable
Educated to A level Standard.
5. Knowledge/ Experience:
Essential
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Desirable
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Experience of supporting users of
CRM databases.
Knowledge and experience of using
SQL databases, including how to
access, select, extract and present
data for enquiry and analysis
purposes. Also experience of running
scripts to interrogate and update SQL
databases.
Hands on experience of working with
users; training and supporting them in
the use of their applications.
Demonstrated ability to provide
explanations in a clear and reassuring
manner using minimum technical
language.
Experience of writing user guides on
applications and systems best
practice.
Experience and understanding of the
principles and application of data
analysis, data structures and
database design. Experience of
problem solving in a logical and
structured manner.
Experience of working in a project
environment with deadlines, able to
plan work and balance priorities
accordingly.
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Experience of the Care application,
preferably recent experience using
the Smart Client interface and
environment.
Understanding and practical
experience of configuring the Care
application to fit defined business
requirements. Knowledge and
analysis of the reporting tools
available.
Some knowledge of grant making,
M&C and Finance functions.
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Experience of developing close and
trusting working relationships with
colleagues and external suppliers.
Demonstrate a logical and structured
approach with an appreciation of how
business processes work.
6. Skills/Abilities:
Essential
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Desirable
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Excellent communication skills
Database management
SQL scripting
Knowledge of CRM packages
Logical and structured approach to
problem solving
Coordinate configuration of
applications; including setting
parameters, permissions, views,
tables, workflow, etc. in a consistent
and coordinated way across different
business units
Ability to analyse current business
processes and to deliver
improvement
Experience of reporting tools
Confident, proactive but cognisant of
when to seek guidance and
prompting actions and decisions from
others when required.
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Backend support of Care system
User of Care system
Experience within the Charity sector
ideally with Grant making charities
Experience of project management
ideally with accreditation in a
recognised qualification
Other Requirements:
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Travel to other Fund and UK locations (as appropriate).
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To carry out any other duties that is within the scope of the job as requested by Head
of IT.
Signature
I confirm this job profile has been drawn up with my full involvement and accurately reflects
the responsibilities of the role.
Postholder's Signature:
NAME:
Line Manager's Signature:
NAME:
Date:
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Terms and Conditions:
Pay Band:
Salary range:
Normal hours:
Annual Leave:
Pension:
36 ¼ hours a week
26 days per annum
5% free from employer after successful completion of 3/6 month
probationary period.
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General Information:
Smoking
The RAF Benevolent Fund has a no-smoking policy.
Equal Opportunities
You are required to comply with the Fund's Equal Opportunities Policy and ensure that
employees receive equal treatment at all times.
Health and Safety
You must discharge your responsibilities under the Health and Safety at Work Act 1974 and
take reasonable care for your own health and safety and that of others. You must also
ensure that agreed safety procedures are carried out to maintain a safe environment for
employees and visitors.
Confidentiality
You are subject to the Data Protection Act 1998 and must not disclose confidential
information, particularly that relating to employees, beneficiaries and their records. You are
also responsible for the accuracy and integrity of any information which you enter. You must
not use personal data held by the Fund for any unauthorised purpose nor disclose such data
to a third party. You must not make any disclosure to any unauthorised person or use any
confidential information relating to the business affairs of the Fund, unless expressly
authorised to do so by Head of Secretariat who is the Data Protection Officer.
Risk Management
The Trustees of the Fund have adopted a policy of risk management which accords with
Charity Commission requirements. Risk management is the responsibility of the Executive
Policy Group (EPG).
Suggestions that might assist the Fund in meeting its objectives in a pragmatic and costeffective way should be directed to your line manager or the Fund’s Risk Review Coordinator.
Conflict of Interests
You may not, without the consent of the Fund, engage in any outside employment. In
accordance with the Staff Handbook, you must declare to your line manager any private
interest or voluntary/public duties which could potentially result in personal gain as a
consequence of your employment with the Fund. Interests that might appear to be in conflict
should also be declared.
Place of Work
You may be required to work on the Fund’s alternative sites from time to time.
Review
This job profile is intended as a basic guide to the scope and responsibilities of your post
and is not exhaustive. It will be subject to regular review and amendment as necessary in
consultation with you.
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