Job Description
Title: Database and Gifts Processing Officer
Contract: Permanent
Salary: £30,557
About Us
The Natural History Museum is a world-class visitor attraction, leading science research centre and commercial event space. We use our unique collections and unrivalled expertise to tackle the biggest challenges facing the world today. We care for more than 80 million objects, both in our London and Tring museums, spanning billions of years and welcome more than five million visitors annually.
Today the Museum is more relevant and influential than ever. By attracting people from a range of backgrounds to work for us, we can continue to look at the world with fresh eyes and find new ways of doing things.
We employ 900 staff in a variety of roles, all united by our vision of a future where people and planet thrive. We need everyone to have the passion and drive to help us with our mission to create advocates for our planet and inspire millions to care about the natural world.
This is an exciting time to join the Museum as we have secured investment from the UK Government to build a new science and digitisation centre at Thames Valley Science Park, University of Reading. The purpose-built centre will house much of the Museum's collection and will include laboratories, digitisation suites, collaborative research spaces, conservation labs and workspaces
Diversity and inclusion matter to us.
Our vision is of a future where both people and the planet thrive. Diversity is one of our core values and we strive to build a workplace where everyone feels a sense of belonging. All new staff who join us learn about the importance of diversity and inclusion to the Museum and how to contribute to creating an inclusive environment.
We know we have more to do, but we are committed to ensuring that everyone who works at the Museum feels they can thrive and feel valued and respected.
Job Summary
The Development Group is responsible for Museum fundraising, generating philanthropic and sponsorship income to help us create a Natural History Museum for the future – investing in capital development, attaining vital acquisitions for the collection, transforming our galleries, developing innovative exhibitions and undertaking ground-breaking scientific research on issues that affect us all.
This is a key role within the Resources & Planning team with responsibility for the administration and oversight of Raiser’s Edge and NXT database and gift processing. You will champion database usage, be responsible for the integrity of the data, provide professional support and training to users, and lead on the processing of all gifts.
You will be responsible for ensuring the database is maintained and up-to-date in line with data protection legislation, for processing donations and gift aid, and regular housekeeping activities to ensure data accuracy and quality. You will also support on the review, design and implementation of the processes, policies and procedures connected with Raiser’s Edge to ensure best practice across the department.
Main Responsibilities
Development Database Administration
- Ensure that the database is responsive to the evolving needs of the Development Group, provide technical support and be the main point of contact to resolve all data-related enquiries from the fundraising teams
- Keep up to breast with new developments from Blackbaud and other suppliers and how they may impact current processes
- Set up and train new users on Raiser’s Edge and NXT, ensuring they are given appropriate access and training, as well as supporting documentation
- Undertake day-to-day oversight of database and usage; ensuring data quality through regular implementation of regular housekeeping tasks and using supervisor level access manage configuration including appropriate user access, security groups, code table management, data cleaning and other system coding
- Ensure all data from third party suppliers is imported with a high degree of accuracy and in a timely manner
- Support in the development and implementation of data policies, guidelines, and procedures to ensure best practice use of the database across the department
- Identify potential and existing database problems, provide insight and problem resolution, and analyse processes to look for efficiencies and ways to improve
Gift Processing
- Accurately enter and process all Development gifts (pledges, cash, cheques, direct debits, online giving) on Raiser’s Edge using import, batch, importacular, etc.
- Ensure all recurring gifts and pledges are recorded and tracked accurately on Raiser’s Edge
- Work closely with fundraisers in Development and other stakeholders across the Museum to ensure that gifts are coded on RE to accurately reflect where the funds will be directed. This includes setting up correct project codes for income in collaboration with Finance
- Ensure Gift Aid is correctly capture and processed, submitting yearly claims to HMRC in collaboration with Finance
- Continually seek out ways to improve the gift administration process to make it more efficient and ensure data integrity from initial gift form and gift processing through to how gifts are recorded and the impact this has on reporting
Data Selections and Reporting
- Create data selections for donor communication mailings (e.g. Christmas Cards, Annual Review), e-newsletters and events, ensuring that the key data points are included, are accurate and that suppressions are always applied
- Assist Database and Reporting Manager with ad-hoc reports using Raisers Edge data, such as income, campaign reports, events attendances, and financial reconciliation.
- Take responsibility for dashboard development within Raiser’s Edge
Data Protection
- Maintain good understanding of data protection legislation and how it applies to data management undertaking regular data management tasks to ensure compliance (suppression lists, data minimisation, MPS/CTPS, privacy notice audit trails)
Other
- Assist with other office and gift administration where required and carry out other duties that are within the scope of the role
- Develop effective working relationships with other teams in Development and across the Museum, particularly with the CRM team, which is used by Membership
- Be an active member of the Development department, positively contributing ideas and observations.
Person Specification
Person Specification
- Experience in a similar database support role within a charity fundraising department
- In-depth knowledge and significant experience of using Raiser’s Edge and NXT at supervisor level for data entry (import), database administration (configuration) and reporting (query, export).
- Experience of running data quality reports and checks and taking appropriate action to clean up data.
- Expertise in processing donations including processing and recording direct debits, cheques, importing gift data via batch, and submitting gift aid claims.
- Advanced user of Excel (Pivots, Formulas) and Access with experience of analysing large quantities of data to create financial income reports, mailing lists, and cross- reference datasets.
- Excellent understanding of GDPR and other data protection legislation and how this applies to data management.
- Strong analytical and problem-solving skills, and the ability to analyse processes to find ways to improve.
- Excellent time management skills with the ability to prioritise own workload, deal with conflicting demands and work under pressure to meet tight deadlines.
- Strong literacy and numeracy skills and excellent attention to detail.
- Good interpersonal skills, with the ability to work effectively as part of a team and build positive working relationships.
- Ability to maintain confidentiality and be responsible for important and sensitive information.
- Personal and professional interest and alignment with the Museum’s mission and values.
Thriving at the Museum: the way we work
We are proud to work at the Museum and have identified the qualities we all need to embody to reach our shared ambition. This sits alongside the Museum’s values and forms the framework for the way we work.
We are ambitious. To make a difference on a global scale we are big and bold in our thinking and set goals which may seem impossibly high. We act with integrity, but we are not rigid or inflexible. We are excellent at what we do and look for opportunities to make a difference for the Museum wherever we can.
We are curious. We never stop learning. We look outwards beyond the Museum and ask questions to advance our understanding. We seek out and actively listen to different perspectives. We take time to reflect, are thoughtful and open to new ideas.
We share the wonder. We are captivated by the natural world, proud of our treasures and trusted guardians of our collections. We are passionate about the Museum, enjoy telling its stories and sharing our knowledge and expertise to inspire others. We don’t take this for granted; we feel proud to work here.
We are pioneering. We are not afraid to try something new and use good judgment and evidence to take risks. We experiment, innovate, and embrace complex problems by adapting our approach. We do not dwell on setbacks or get preoccupied with problems. We find solutions.
We team up. We respect the expertise of others and recognise that we produce the strongest outcomes when we put the best ideas together. We trust each other, keep things simple and make it easy for others to do the right thing. We share information and skills so everyone is equipped and enabled to succeed. We never let bad moments grow into bad relationships. We inspire and empower each other to give our best.
We act with pace. We focus our efforts where we know we can make the biggest impact. We take tough decisions and once a plan is set, we all get behind it to make it happen. We take responsibility and don’t wait to be told what to do. We are racing against time in this planetary emergency, so we work with a sense of urgency.
General Information
All positions at the Natural History Museum are conditional subject to receipt of:
- Proof that you are legally entitled to work in the UK
- A Basic Disclosure Check from the Disclosures and Barring Service (DBS)
- Satisfactory references covering the last 3 years of your employment or education
The Museum supports flexible working.
To apply
If that sounds like you, please apply online on the Natural History Museum’s careers portal.
Closing date: 9am, 26 June 2023
Interviews expected w/c 3 July 2023
Please note that this role does not qualify for Museum sponsorship so the successful post holder will need to have a valid right to work in the UK at the point of offer.
Job Types: Full-time, Permanent
Salary: £30,557.00 per year
Benefits:
- Canteen
- Company pension
- Employee discount
- On-site gym
- Sick pay
- Store discount
Schedule:
Ability to commute/relocate:
- London: reliably commute or plan to relocate before starting work (preferred)
Work Location: Hybrid remote in London
Application deadline: 26/06/2023
Reference ID: AZDGPO
About Natural History Museum (UK)
CEO: Dr Douglas Gurr
Revenue: Unknown / Non-Applicable
Size: 501 to 1000 Employees
Type: Non-profit Organisation
Website: www.nhm.ac.uk
Year Founded: 1881
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