Application Pack

							Application Pack




Database Assistant

Fundraising & Supporter Development

Reference Number: G3/RTE/910/12-JL



Contents
1. Explanatory notes including application procedure

2. Further particulars, including:

       a. Information about King’s College London, and the post

       b. Job description and person specification

       c. Summary of the terms and conditions of service
Explanatory notes

Please read carefully before completing the application form
Thank you for your enquiry regarding a post at King’s College London. Enclosed is a set of further
particulars for this post. These comprise: a job description and person specification; general
information about the College, School and Department; as well as the main terms and conditions of
the post.



Application procedure

Should you wish to apply for this position, please send the following:

      a completed Standard four-page application form and Equal opportunities monitoring form
       (You may include a curriculum vitae as well, but not in place of the application form)

To email: recruitmentteam6@kcl.ac.uk


Applications should be made electronically in Word or PDF format.

Please ensure you quote reference number G3/RTE/910/12-JL on all correspondence.

Informal enquiries should be made to Adam Chandley via email at adam.chandley@kcl.ac.uk or on +
44 (0)207 848 4714.


Closing date: 1 October 2012




Please advise your referees that they may be contacted and asked to provide a reference at short
notice.
Equal opportunities
King's College London recognises that equality of opportunity and the recognition and promotion of
diversity are integral to its academic and economic strengths.

The following principles apply in respect of the College’s commitment to equality and diversity:
    To provide and promote equality of opportunity in all areas of its work and activity;
    To recognise and develop the diversity of skills and talent within its current and potential
       community;
    To ensure that all College members and prospective members are treated solely on the basis of
       their merits, abilities and potential without receiving any unjustified discrimination or
       unfavourable treatment on grounds such as age, disability, marital status, pregnancy or
       maternity, race, religion or belief, sex, sexual orientation, trans status, socio-economic status
       or any other irrelevant distinction;
    To provide and promote a positive working, learning, and social environment which is free
       from prejudice, discrimination and any forms of harassment, bullying or victimisation;
    To promote good relations between individuals from different groups.

Applicants with disabilities
King's College London is keen to increase the number of disabled people it employs. We therefore
encourage applications from individuals with a disability who are able to carry out the duties of the
post. If you have special needs in relation to your application please contact the Human Resources
Advisor responsible for the administration of the post.

Travel expenses
The College normally reimburses reasonable travel costs to and from interview within the United
Kingdom. Regrettably, only limited contribution to travel costs for applicants from outside the UK
may be available. Please contact the Head of Department before making your reservation.

Response
We very much regret that due to limited resources and the large number of applications we currently
receive, we are only able to inform short listed candidates of the outcome of their application.

If you do not hear from us within four weeks of the closing date, please assume that you have been
unsuccessful on this occasion. We would like to assure you, however, that every application we receive
is considered in detail and a shortlist only drawn up after careful reference to a detailed person
specification.

If therefore, your application is not successful, we hope that you will not be discouraged and will still
apply for other suitable vacancies at King’s College London as and when they are advertised.

Thank you for your interest in King’s College London.
Further particulars
The College
King's College London is one of the top 30 universities in the world (2011/12 QS World University
Rankings), and the fourth oldest in England. A research-led university based in the heart of London,
King's has nearly 23,500 students (of whom more than 9,000 are graduate students) from nearly 140
countries, and approximately 9,000 employees. It offers an intellectually rigorous environment
supported by welcoming and caring traditions. King's is in the second phase of a £1 billion
redevelopment programme which is transforming its estate.

King's has an outstanding reputation for providing world-class teaching and cutting-edge research. In
the 2008 Research Assessment Exercise for British universities, 23 departments were ranked in the
top quartile of British universities; over half of our academic staff work in departments that are in the
top 10 per cent in the UK in their field and can thus be classed as world leading. The College is in the
top seven UK universities for research earnings and has an overall annual income of nearly £450
million.

There are nine Schools of Study:
    Arts & Humanities
    Biomedical Sciences
    Dental Institute
    Institute of Psychiatry
    Law
    Medicine
    Natural and Mathematical Sciences
    Florence Nightingale School of Nursing & Midwifery
    Social Science & Public Policy

King's has a particularly distinguished reputation in the humanities, law, the sciences (including a
wide range of health areas such as psychiatry, medicine, nursing and dentistry) and social sciences
including international affairs. It has played a major role in many of the advances that have shaped
modern life, such as the discovery of the structure of DNA and research that led to the development of
radio, television, mobile phones and radar. It is the largest centre for the education of healthcare
professionals in Europe; no university has more Medical Research Council Centres.

King’s Health Partners
King’s Health Partners is one of the UK’s five Academic Health Sciences Centres. It brings together a
world leading research led university (King’s College London) and three successful NHS Foundation
Trusts (Guy’s and St Thomas’, King’s College Hospital and South London and Maudsley). Our aim is
to create a centre where world-class research, teaching and clinical practice are brought together for
the benefit of patients. We want to make sure that the lessons from research are used more swiftly,
effectively and systematically to improve healthcare services for people with physical and mental
health care problems. This integrated organisation, King’s Health Partners, serves over 1.5 million
patients every year, has approximately 25,000 employees and has a combined annual turnover of £2
billion. For more information, visit: www.kingshealthpartners.org.
The Department
In February 2011, the Development & Alumni Office of King’s College London merged with the
fundraising teams of our partner institutions, Guy’s and St Thomas’ Charity , South London and
Maudsley Charity and King’s College Hospital Charity, to create a single fundraising function under
the joint leadership of King’s College London and King’s Health Partners. This decision to unite all
hospital and university fundraising activity in one team is a milestone in both UK and European
philanthropy.

The Fundraising & Supporter Development Office is an integrated office with fundraisers in major
and individual gifts, trusts and foundations and legacy giving. Engagement programmes include
those for both former and current students and staff, families of current students, patients, and
friends of the College. The office includes a communications team focused on print and digital media
and a comprehensive operations team with research, finance, data and stewardship functions.

The Campaign
Having successfully closed a £44 million campaign in 2004, in November 2010 King’s launched its
second ground-breaking campaign. The World questions|King’s answers campaign, has an ambitious
target to raise £500 million by 2015. The campaign will help find answers to some of the world’s
most pressing questions, like: How do we respond to an ever-ageing population?...What will it take to
eradicate poverty?...Why can’t we find better treatments for cancer?... We have matched our
strengths against world issues and have identified three key impact areas, where we are well-placed to
help find answers: Neuroscience & mental health, Leadership & society and Cancer. More
information on the Campaign can be found at www.kcl.ac.uk/kingsanswers.

The Post
The post sits within the Strategy & Operations Team in the Fundraising & Supporter Development
Department. The post holder reports to the Database Coordinator (Supporter Development) who, in
turn, reports to the Head of Data.

Working closely with the Database Coordinator, this role is key to ensuring that the information held
by the Fundraising & Supporter Development Office is accurate, comprehensive and effective. The
office depends on this information to reach their challenging objectives, with potentially far reaching
implications if there are inaccuracies within the data held.

This post will be based at the Waterloo Campus.
Job description
Post Title:                            Database Assistant

Department/Division/Directorate:       Fundraising and Supporter Development Office

Grade:                                 3

Responsible to:                        Head of Data

Reports to:                            Database Coordinator (Fundraising)


Role purpose

Working within the Database Team to ensure that information held by the Fundraising and
Supporter Development Office is accurate, timely and comprehensive in order to enable effective
alumni relations and fundraising activity.


Role outline – main responsibilities

Key objectives:
   Downloading updated information and new registrations from the alumni website, Alumni
     Online, the department’s database, the Raiser’s Edge, to meet team objectives.

        Processing reply forms, accurately updating alumni and non-alumni contacts/supporter
         information.

        Carrying out tasks to maintain the accuracy and efficiency of the database, e.g. merging
         duplicate records and database diagnostics.

        Assist the Database Coordinator and the Head of Data with the provision of data, reporting,
         support and project work, e.g. key performance indicators and stewardship segmentation.

        Research and input onto the database new addresses and other appropriate information to
         new contacts, particularly event guests, people we have lost touch with and new graduate
         information.

        To promote the work and strategy of the Fundraising and Supporter Development Office.

        To provide cover for other colleagues when necessary.

        Other duties as directed by the Database Coordinator, Head of Data, Head of Strategy &
         Operations or Executive Director, Fundraising & Supporter Development.

        Building queries, importing and exporting within Raiser’s Edge to support the team in their
         regular reporting and global update tasks.


Communication & networking:
   The post holder is required to communicate in person, by telephone and email with colleagues
    across the department and with users of the Raiser’s Edge in other departments and within
    partner organisations.
      They will be required to communicate technical information clearly and accurately to both
       technical and non technical colleagues.

Decision making, planning & problem solving:
   Use initiative to identify and solve problems or discrepancies when working with large and
      complex data sets.

      Prioritise daily workload across the data team and assist with the management of the workload
       across the data team.


Service delivery:
    Assist with the delivery of support and training to colleagues and temporary staff members.

      Carry out updates to agreed standards and within specified timescales, and input into the
       development of these standards.

      Contribute to the development of database procedures and workflows, in particular taking an
       active part in the development of data entry procedures.


Analysis & research:
   Assist with monitoring of data processing work, alumni online downloads and the work of
     temporary workers.

      Manipulate data as required.

Team work, teaching & learning support:
   Play an active part of the Resources team and Fundraising & Supporter Development
     Department.

      Work flexibly to provide cover for colleagues where necessary and help out with events,
       mailings and gift processing.

      Assist the Database Coordinator with management of data work and in the delegation of work,
       supervision and monitoring of temporary staff.

      Assist with database training of colleagues and provide information and support to colleagues
       who have queries, explaining procedures or workflows.


Sensory/physical demands & work environment:
   A high volume of data processing is required whilst maintaining accuracy.


Pastoral care:
   Provide an appropriate style when providing guidance to colleagues with various levels of
     technical ability.
Organisational chart
This post reports to the Database Coordinator who in turn reports to the Head of Data. The post is
within the Resources team led by the Head of Resources. The team falls under the responsibility of
the Executive Director, Fundraising & Supporter Development


Special requirements
    From time to time attendance at events outside normal work hours may be required.

      To help to cover Alumni Online registration processing over periods when the office is closed.

      Information of a confidential nature must be kept strictly confidential and should never be
       disclosed either inside or outside work. It should be noted that breach of confidentiality is a
       serious offence which may lead to dismissal.

General
All staff are expected to adhere to King’s policies and procedures.

Date
August 2012

Please note
This job description reflects the core activities of the role and as the College and the post-holder
develop there will inevitably be changes in the emphasis of duties. It is expected that the post-holder
recognise this and adopt a flexible approach to work and be willing to participate in training.

If changes to the job become significant, the job description should be reviewed formally by the post-
holder and line manger. The Human Resources department should then be consulted as to the
implications of the proposed changes.
Person specification
Eligibility to work in the United Kingdom
International applications will be considered for this position. If you do not have permission to enter,
remain and work in the United Kingdom you will need to pass a points-based immigration
assessment. Before you apply for this job you must ascertain whether you have sufficient points to
qualify under Tier 1 and/or Tier 2 schemes 1. If you do not have sufficient points please do not apply
as you will not be granted permission to enter the United Kingdom. Click on the following link to the
points calculator: Border & Immigration Agency Points-based calculator.

At the interview you will be asked to furnish the panel with the details of the route (Tier 1 and/or Tier
2) you would be eligible to follow. Please note that should you have sufficient points this does not
mean your application will be successful. In the event your application is successful there is no
guarantee that your application for a visa will be granted, in which event the offer will be withdrawn.


Criteria                                                                        E
                                                                                S
                                                                                    D
                                                                                    E
                                                                                        HOW
                                                                                        IDENTIFIED
                                                                                S   S   AND ASSESSED
                                                                                E   I
                                                                                        AP = application
                                                                                N   R
                                                                                        AS = assessment
                                                                                T   A
                                                                                I   B   I = interview
                                                                                A   L   P = presentation
                                                                                L   E   R = references

EDUCATION/QUALIFICATION AND TRAINING

                                                                                *       AP
Good standard of general education.
                                                                                    *   AP
A’ level or equivalent, ideally in technical or numerical subjects.
KNOWLEDGE/SKILLS

Excellent computer skills
                                                                                *
Including Microsoft Office – Word & Excel                                               AP/I/AS

Ability to record and assimilate information accurately.                        *       AP/I/AS

Ability to work to deadlines and produce high quality outputs                   *       AP/I

Highly numerate                                                                 *       AP/I/AS

Good keyboard skills                                                            *       AP/I/AS

Excellent Communication skills both written and verbal                          *       AP/I

Time management skills                                                                  AP/I
                                                                                *
Ability to use the Internet for research                                    *           AP/I

EXPERIENCE
                                                                                *       AP/I
Experience of using a fundraising, marketing and/or similar database
Experience of using Raiser’s Edge database                                               *    AP/I

Experience of working within a fundraising department                                    *    AP/I

PERSONAL CHARACTERISTICS/OTHER REQUIREMENTS
Excellent team player willing to be flexible to support colleagues in a
busy environment                                                                   *          AP/I

An accurate and systematic approach                                                *          AP/I/AS

Attention to detail                                                                *          AP/I/AS

Enthusiasm for working on data related tasks                                       *          AP/I

A willingness to learn/develop database skills                                     *          AP/I

Commitment to Customer Care                                                        *          AP/I

1 There are two classifications – Tier 1 (Highly skilled workers) and Tier 2 (Skilled workers). Highly skilled
migrants are encouraged to apply under the Tier 1 route. If you do not qualify under the Tier 1 route, you may
qualify under the Tier 2 route, however this is dependent on King’s College London at its sole discretion issuing
you with a Certificate of Sponsorship.
Summary of terms and conditions of service
This appointment is made under the King’s College London Terms and Conditions of Service for Non-
Academic staff, a copy of which is available from the Human Resources department on request.

Period of Appointment              Open ended

Probation                          Six months

Salary                             £18,868 to £21,802 plus £2,323 London allowance per annum

Annual leave                       27 working days

Staff receive four additional closure days. Notification as to how these days are taken is circulated at
the start of the academic year.

Superannuation
This appointment is superannuable under the SAUL Pension Scheme

It may be possible for staff already superannuated under the NHS Superannuation Scheme to remain
in that scheme provided an application to do so is received by the NHS scheme trustees within three
months of appointment to King’s College London. Alternatively staff may opt to participate in SERPS
or take out a personal pension. Please note that the College does not provide an employer's
contribution towards a private pension plan.

The College operates PensionsPlus by which individuals increase their take home pay by reducing
their NI contributions. For staff who join either USS or SAUL pension schemes, you will
automatically be entered into PensionsPlus (provided you would benefit from doing so). As a result
your salary will be reduced so that you receive the PensionsPlus salary and a payment is made into
your pension scheme instead.

NB - NHS Superannuation Scheme: Medical Schools are classed as “Direction Employers” and some
benefits of the NHS Scheme are not available to Direction members.

For further information please contact Ms Pauline Job, Payroll & Pensions Manager, King’s College
London, James Clerk Maxwell Building, 57 Waterloo Road, London SE1 8WA.

Medical
This appointment may be subject to Occupational Health clearance. Should you be offered this post
you will be sent an Occupational Health Questionnaire along with your contract of employment.
When the Occupational Health Department have evaluated your questionnaire and declared that you
are fit for appointment, your appointment will be formally confirmed.

Confidentiality
In the course of your work you may have access to personal or confidential information which must
not be disclosed or made available to any other person unless in the performance of your duties or
with specific permission from your Head of School/Department/Division. (In particular if your work
involves the handling of clinical samples and/or patient data, NHS policies for the maintenance of
security and confidentiality of NHS systems and data must be observed). Breaches in confidentiality
may lead to disciplinary action.

Training and Education
King’s College London recognises the importance of training in achieving its objective of pursuing
excellence in teaching, research and clinical practice through the activities of its staff. We are
committed to providing training for all members of staff so that they can perform their jobs effectively
and offering them opportunities for further development. Most training and development will occur
"on the job" and formal training opportunities are also available within King’s College London
associated hospitals trusts and through other external organisations.

No Smoking Policy
King’s College London is committed to maintaining a healthy environment for staff, students and
visitors. Therefore, please note that smoking is not permitted in any of the College buildings or in
College vehicles. Smoking is also not permitted immediately outside the entrances to College
buildings or near to windows and air intake units. Staff working at associated NHS trust sites or other
premises should adhere to whatever policy is in place at these locations.




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