Licensing & CRM Administrator

Location: UK based Hybrid – Remote with 1 day a week attendance at our Central London office

Hours: Part-time (0.6 FTE / 3 days per week)

Working Pattern: Flexible hours within standard office times (Monday–Friday, 9am–5pm)

Salary: £28,000-£32,000 pro-rata

Contract Type: Permanent

About Us

The Educational Recording Agency is a small not-for-profit copyright licensing agency supporting access to high-quality television and radio content in UK education. We license educational establishments to legally make and use recordings or copies of TV and radio programmes for educational purposes. Our licence ensures that creators and performers are able to derive an income from the onward use of their work. We represent 20 member organisations, including broadcasters like the BBC and Channel 4, creators’ representative bodies like ALCS, and performers’ unions like Equity.

We also offer all our licensees access to a free Video Streaming Platform, offering thousands of curriculum-aligned clips and full programmes from the BBC and Channel 4 archives, including the BBC Shakespeare and Literary Archives. We’ve also created the Natural Curriculum Literacy and Maths Resources for primary pupils.

About the Role

We are looking for a proactive, accurate and well-organised Licensing & CRM Administrator to support the Head of Operations and contribute to the smooth running of our licensing and administrative functions. This part-time role is ideal for someone with strong data handling skills and a collaborative mindset, looking to work in a purpose-driven organisation. The postholder will manage and optimise our CiviCRM system, assist with licence administration and credit control, and ensure smooth information sharing between teams. While largely remote, you’ll join the team in our Central London office once a week for in-person meetings and collaboration.

Key Responsibilities

• CRM Management (CiviCRM):

• Maintain accurate, up-to-date records of all licensees and licensed institutions.
• Provide regular updates to the Streaming Team to ensure the accuracy of our online registration system.
• Identify opportunities to improve the use and capabilities of the CRM and implement improvements.
• Use CRM data to support marketing and communications campaigns.
• Ensure data is structured and stored in line with data protection best practices.

• Work closely with the licensing team to assist with credit control and licence renewals.
• Help collect and manage student numbers and institutional data from licensees.
• Provide occasional administrative support to the Head of Operations (e.g. reporting, meeting admin).

Person Specification

Essential:

• CRM or database maintenance experience (though training will be provided)
• Excellent attention to detail and accuracy in data management.
• Proficient in Microsoft Excel.
• Strong organisational and time management skills.
• Confident problem-solving and ability to work proactively.
• Clear, professional written and verbal communication skills.
• Able to work independently while being part of a small, collaborative team.

Desirable:

• Experience using CiviCRM.
• Experience in credit control or accounts administration.
• Familiarity with Xero Accounting Software.
• Interest in copyright, education, or not-for-profit work.

Working Environment and Benefits

We support hybrid working, with one regular in-person day per week at our Central London office. You’ll also have access to a range of benefits, including:

• Generous employer pension contributions
• Life Assurance and Income Protection schemes
• Green Initiative: Cycle to Work Scheme
• Free access to FORA co-working spaces across London, including fitness classes and gyms
• 20 days annual leave (pro-rata), rising by 1 day for each year of service
• Office closure between Christmas and New Year (additional to annual leave)
• UK bank holidays

Application: By email with CV and covering letter addressed to Alyson Maclaren, Head of Operations aurban@era.org.uk

Closing Date: 14th July 2025.

ERA Website: www.era.org.uk