Database & Insights Manager in Halifax

Key Responsibilities

• Managing the continued development of the YAA’s CRM system, working with the Fundraising, Marketing, Admin and Finance teams to ensure the system serves their requirements.


• Managing all aspects of the database and associated data systems and processes as part of YAA’s fundraising activities and the Charity’s web systems.


• Responsible for ensuring the Charity can demonstrate compliance with new and existing Fundraising and Data Protection Regulations including the General Data Protection Regulations. Keeping up to date with any changes in policy that may affect the management of supporter data.


• Liaison with the YAA Fundraising, Marketing, Administration and Finance Team on data/data selection and reporting requirements.


• Promote and support data audit, cleansing and effectiveness within YAA, deploying and providing day to day management of the CRM system and providing reports and analysis of the data as required.

Key Duties

Provide the expertise and insight to support an integrated data strategy across fundraising and marketing, advising on and sharing best practice:

1. Work with CRM users to ensure best practice is adhered to across the department and maximise fundraising performance.


2. Identify opportunities and apply insight and data analysis within the database to improve our income generation performance and opportunity.


3. Communicate and build relationships with external suppliers to inform the data strategy and database development and secure the smooth delivery of database services through the database.


4. Keep up to date with current database and legislative developments and consider how they should be applied at YAA.


5. Work collaboratively across Fundraising, Marketing, Admin and Finance to bring systems and data expertise to the launch of new fundraising or communications products, projects, systems or new ways of working.

Reporting, Analysis, and Data Planning

1. Be responsible for data profiling, segmentation and selections for fundraising and marketing activity to support increased income generation and supporter retention, ensuring data selections are planned and organised effectively across fundraising. Advise teams on selecting data, exclusions and undertake data selections.


2. Work with fundraising teams and external agencies to support the development of long term sustainable supporter journey planning.


3. Lead on fundraising data analysis and data quality in developing and implementing reporting tools, producing regular management information for performance management and campaign evaluation.


4. Create a library of reports and dashboards colleagues can self‑serve in real time.


5. Provide relevant data to SMT and Trustee Board.

Maintenance of the database and ensuring data integrity

1. Be responsible for technical maintenance of the database and liaising with suppliers to ensure integration with digital fundraising platforms as required and the automation, where possible, of importing high quality data.


2. Ensure data and income are reconciled between database and finance functions.


3. Ensuring data is secure, there are adequate back‑ups and that data can be retrieved in the event of a system failure.


4. Oversee the import and export of data to and from external suppliers (in conjunction with Digital Marketing Manager as appropriate). Investigate and resolve anomalies, liaising with suppliers, third‑party agencies, or colleagues.


5. Manage the set‑up, documentation and maintenance of coding structures on the database to ensure effective data selection, analysis and reporting across all fundraising.

Ensuring compliant use of data and the database

1. Be an expert on relevant Data Protection legislation and Fundraising regulations and lead on this for Fundraising. Ensure the compliance with legislation and best practice. Raise the profile of data protection and data quality issues.


2. Audit the database regularly to ensure data is clean, accurate, archived in line with data retention policies and that users are following procedures for data entry and management.

Develop and implement a programme of training to support all database users to maximise the benefits the CRM brings

1. Develop and deliver comprehensive induction and ongoing training and associated ‘How to’ documentation for users.


2. Develop, implement, communicate and regularly review database protocols and procedures ensuring they are up to date and being followed by staff.


3. Work closely with users to identify opportunities to improve processes and ways of working across YAA, including updating and maintaining internal user guides and process maps.


4. Provide technical support for users.

Staffing and Budget Management

1. Train staff and volunteers in the use of the data management systems.


2. To work closely with the finance team in ensuring fundraising income data is robust and meets all relevant financial management and reporting requirements.


3. To propose and monitor the CRM budget and manage the relationships with key suppliers to ensure value for money for YAA.

Knowledge & Skills Required

Essential

• Previous or current experience in a Database Management role


• Demonstrable record of success in working with CRMs (YAA’s CRM is Beacon)


• Experience of data import protocols – extracting data and transforming it ready for import


• Experience of relationship building and management with various stakeholders internally and externally


• Proficient in MS Office, particularly Word, Excel, PowerQuery and Outlook


• Highly organised, meticulous with a thorough approach to work


• Ability to see projects through from start to finish, managing time and tasks effectively with a varied workload, including following up with colleagues and stakeholders


• Ability to multi‑task and manage conflicting priorities


• Excellent interpersonal skills with the ability to communicate effectively both orally and in writing to a wide range of people


• Numerate and literate

Desirable

• Experience of managing a CRM in a charity/fundraising role


• SQL skills


• Strong analytical skills and ability to consider the wider picture including future scenario planning


• Training skills