Database Assistant

1 day left

Senate House, near Russell Square
£24,812 per annum
07 Sep 2017
21 Sep 2017
Full Time
Contract Type

University of London

Job Specification

Job Title:                     Database Assistant


Department:              Vice Chancellor’s Department


Section:                       Development Office


Level:                            4


Job Purpose:

  • The University of London has the largest known alumni database of any University in the UK.  This role will support and develop the University’s Blackbaud CRM Database ‘Senator’.
  • The Database Assistant will update Senator as part of a programme of data cleaning and deduplication, including biographical, educational, financial and address data in accordance with data protection legislation.




Job Content:


  1. Data Entry: Enhance the quality of the data that we hold on Senator in accordance with data protection legislation and the University of London’s policies on information security by,
    • Working as part of the Development Operations team to clean and de-duplicate data, including biographical, educational and address fields.
    • Adding individual records to the database and in batch import where appropriate.
    • Assisting with adding new and existing University of London datasets to the database as they become available.
    • Cleaning database records highlighted in integrity reports.
    • Assisting with the manual data entry of all Development Office activity (both past and current), ensuring that this is imported into Senator accurately.
    • Ensuring the highest levels of data quality and accuracy.
  2. To support the Database Officer, in particular in the areas of:
    • Providing training and produce training materials for new and existing users.
    • Providing database support to members of the Development Office and users of our systems across the University of London.
    • Producing and developing standard reports, ad hoc queries and KPIs.
    • Gift processing, coding, administration and acknowledgment
    • Importing data through batch and downloading from our online system BBIS
    • Developing written procedures
    • Assisting with database configuration
    • Liaising with Blackbaud technical support
    • Creation of event and payment pages on BBIS.
  3. Work with Development Office and University of London staff to understand data requirements.
  4. To actively follow and promote the University of London policies, including the University's Dignity at Work and Equal Opportunities Policy and actively promote these wherever possible.
  5. To maintain an awareness and observation of fire and health and safety regulations.
  6. Any other duties consistent with both the grade and scope of the post.
  7. Any other duties reasonably required of the postholder by the reporting manager


Reports to: Database Officer

Responsible for: N/A


Additional demands of the role:

To deliver services effectively, a degree of flexibility is needed.


Person Specification

Experience and Personal Qualities


  1. An interest in higher education or charity sector fundraising.
  2. An interest in data management and data quality.
  3. Experience of manually entering large volumes of data accurately.
  4. A methodical and inquisitive approach to data and database management with a willingness to learn, ask questions and provide new ideas and solutions.
  5. Excellent communication skills, evidenced by the ability to understand and communicate verbally and in writing to both technical and non-technical audiences.
  6. Ability to collect and assess information rapidly, identifying key points and drawing conclusions.
  7. Exhibit strong organisational skills, including the ability to take projects to completion with a high level of independence, the ability to work on multiple tasks and to prioritise competing deadlines.
  8. Availability to work during office hours both in and outside of the academic term.
  9. Commitment to delivering timely, high-quality service and support for the Development Office.


  1. An interest in current database technologies and developments in the Higher Education or fundraising technology market.
  2. Experience of working with a relational database and the data entry process to maintain data quality and integrity.
  3. Knowledge and experience of handling confidential information in line with the Data Protection Act.
  4. Experience of working in a fundraising office.
  5. Demonstrate initiative and problem solving ability in identifying and solving issues occurring on database systems.
  6. Experience of data analysis and data visualization.
  7. Knowledge or experience of the University of London student, alumni or staff experience.

Technical Knowledge and Skills


  1. Excellent MS Office skills, including Excel, Word, Outlook and or equivalent.




  1. Experience of Blackbaud products and systems such as Blackbaud CRM/Enterprise, Raiser’s Edge, BBIS, Net Community and Blackbaud Merchant Services.
  2. Experience of analysing and reporting on large data sets, including financial data.

Education and Professional Qualification


  1. Working knowledge of and Asian or European language other than English.


Competency Requirements




Proactivity and planning



Working collaboratively with others



Organisational commitment






Problem solving and decision making



Creativity and innovation



Customer focus



Interpersonal understanding



Striving for excellence



Self-development and commitment to learning






Performance management



Adapting to change



Managing resources



Commercial Awareness



Competencies are scored on an A-D scale, with D representing the highest demonstration of the competency.

For further information on each of the competencies and relevant levels, please refer to the University’s Competency Model