E&T Foundation



JOB DESCRIPTIONJOB DETAILSPost Title:CRM & Data AdministratorJob Ref: Area:Digital & IT TeamLocation:Victoria, London, SW1Salary:?28,000 paStatus:Full time, two-year fixed term contractHours:Normal office hours, between 9am to 5pm, Monday to Friday, 35 hours per week minimumAnnual Leave:30 days, exclusive of Bank HolidaysReports to:Digital & IT ManagerStaff Management:NoneRole Purpose: Working in the newly formed Digital & IT Team, the CRM & Data Administrator will:Support the day-to-day running of ETF’s Microsoft Dynamics CRMWork with data from a variety of sources to improve the quality and coverage of the data in the CRM and other digital systems.Promote the CRM and support other ETF staff in using it. Work as part of the Transform team to deliver a critical digital and business transformation programme.Provide administrative and other support to colleagues in the Digital & IT Team across their work areas including the ETF Booking systemRESPONSIBILITIES Particular to this postTo carry out operational tasks to support the maintenance and development of the ETF’s CRM and other digital systems, including:Processing data from other systemsImporting and exporting data from and to the CRM and other systemsCarrying out regular work to ensure data quality including data cleansingCreating and running CRM reportsTo work as a member of a project team to scope, test and deploy new CRM featuresTo support the development of policies and procedures to ensure the effective operational management of the CRM and to ensure GDPR compliance.To work with Digital & IT Team colleagues to provide ongoing training and support to ETF staff in using the CRM and to develop supporting documentation and training materials.To support ETF staff in carrying out day-today CRM tasks, including running standard CRM reports. To provide support to Digital & IT Team colleagues with the operation of their work areas, including the ETF Booking System, as required.To support the Transform programme and to actively participate in the work of the project team.To provide support to Digital & IT Team colleagues with data mapping and data processing auditors.Provide general administrative support to Digital & IT Team and the Transform programme, including: purchase order, invoice, budget and expenses management; travel and accommodation arrangements; scheduling and organising internal/external meetings and events; and setting up conference calls.To ensure all duties are undertaken observing the requirements of data protection legislation (including GDPR), especially in relation to managing personal / sensitive data, security and confidentiality.In common with all staffTo support the aims of the Education and Training Foundation to support Colleges, Providers and Employers to:Enhance the reputation of the sectorUndertake all administrative tasks necessary to ensure the efficient delivery of specified tasks to agreed deadlinesSupport the delivery of the ETF’s mission, values and Critical Success Factors (CSFs).To support collective leadership, knowledge sharing and relationship building across the organisation and the sector.Actively work to ensure all activities incorporate a focus on promotion of equality and valuing diversity, including collecting and analysis of appropriate monitoring data.To work creatively with a range of different stakeholders to promote and enhance the work of the ply with all financial and employment regulations and procedures.GeneralTo work co-operatively with Foundation personnel, including providing cover during absence as may be requested by the Line Manager or other delegated personnel.Fulfil the requirements of the Foundation’s equal opportunities policy and procedures and implement good principles and practices within the context of the job, daily.To undertake any other duties as appropriate that are commensurate with the post as may be determined from time to time by the Line Manager, or above.It should be understood that this job description may change as the Foundation develops following discussion and agreement with the post holder. The post holder will have full opportunity to discuss and be active in changes or developments.Code of Conduct / Professional ResponsibilitiesTo avoid any action or behaviour which may conflict in any way with the work and services provided by the Education and Training Foundation or which may bring the Foundation into disrepute.To act in accordance with the Foundation’s current and future policies, procedures, guidelines and relevant codes of practice, which aim to ensure the highest possible standards of professionalism.To develop and maintain the range of skills appropriate to the post and to keep up-to-date with good practice, publications and issues relating to your area of work or the Foundation as a whole.To maintain, sensitive and confidential information securely, in accordance with the Data Protection Act 1998; to contribute to the collation of information for statistical, monitoring and evaluation purposes.To develop and maintain appropriate boundaries of confidentiality in relation to employees, Associates, and any other person(s) that may be concerned with the Foundation’s business.To participate as an employee of the Foundation, by being available for staff and other meetings as required.To ensure continuous self-development, both professionally and personally, through training, supervision and other appropriate means. To attend appropriate training courses / conferences and events as agreed with the Line Manager or above.Name: …………………………………………………………………………………………Signed: …………………………………………..…………………. Dated: ……… EmployeeName: …………………………………………………………………………………………Signed: …………………………………………………….………… Dated: ……… HR Business Partner (On behalf of The Education and Training Foundation) PERSON SPECIFICATIONCRM & Data AdministratorThe Education and Training Foundation is committed to making appointments on merit by fair and open processes; taking account of equality and diversity.EssentialDesirableQualifications, Education and TrainingEducated to Level 3 or A-Level equivalent.Experience Experience of working with a CRM or similar system, including standard tasks such as data processing, running reports and importing/exporting dataExperience of improving data quality with large datasetsExperience of working with Microsoft DynamicsExperience and confidence working with dataExperience of supporting colleagues in using IT systemsAdministrative management, including scoping, organising and delivering a range of regular and ad-hoc administrative tasks.Experience handling sensitive and confidential information.Experience of working in a project teamSkills and KnowledgeGood general IT skills including Microsoft Office packages (Word, PowerPoint, Excel, Outlook).Operational understanding of CRM systems.Very high levels of accuracy and attention to detail, with ability to understand and quality check data.An understanding of GDPR and general data protection principlesStrong written and oral communication skills.Demonstrable ability to work independently, be proactive and take ownership of own workload.Excellent personal organisational and administrative skills with the ability to manage own workload and meet tight deadlines.Good interpersonal skills with the ability to communicate and work effectively across teams and with a variety of people both inside and outside the organisation.Ability to think ahead, envisage possible mistakes and troubleshoot.Logical and proactive approach to problem-solving, demonstrating initiative.An understanding of the FE & Skills education sector.Personal QualitiesA commitment to professionalism.Highly motivated and proactive, with excellent interpersonal skills.Able to maintain productive working relationships with external and internal contacts and providers.Ability to work autonomously with limited support.Calm under pressure, flexible, friendly and helpful.Discreet with an understanding of the need to maintain confidentiality.Respect for equality of opportunity, diversity and inclusion with practical ideas for their implementation within the scope of the post.The Education and Training Foundation - SummaryWe are a dynamic organisation making a difference to the quality of teaching and training. We are the Government-backed, sector-owned expert in workforce development. We enable Further Education staff to achieve?excellence in?teaching, training, learning, assessment and leadership. We set standards with the sector and our ambition is to build a self-improving profession. We are the trusted, intelligent and responsive commissioner of programmes to meet sector needs. We work with others to help everyone achieve their potential. Our success will help the sector make an even greater contribution to social inclusion, business productivity, and economic prosperity.Our priority areas are:Maths and EnglishApprenticeships/ technical educationLeadershipProfessional standards and the Society for Education and TrainingAdditional Information For a general overview of the work of the Foundation please visit our website at: etfoundation.co.uk The Education and Training Foundation values diversity and is committed to making appointments on merit by fair and open processes, in accordance with its equal opportunities policy. ................
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