University College London



DEVELOPMENT & CORPORATE COMMUNICATIONS OFFICE

DATABASE ANALYST

JOB DESCRIPTION AND PERSON SPECIFICATION

UCL – a university, a community, a world-class reputation …

UCL is one of the UK’s leading universities; a world-class multidisciplinary research and teaching institution, whose staff and former students have included 19 Nobel Prize winners. Founded in 1826, UCL was the first university in England to admit students regardless of race, religion or gender. It continues to thrive on the creativity and diversity of its community which today comprises 8,000 staff, and 12,000 undergraduates and 7,000 graduate students from 130 countries across the globe.

Constitutionally part of the federal University of London, UCL is in practice an independent university, with an annual turnover of over £500 million. Its 70 departments span arts and humanities, social and historical sciences, law, architecture and the built environment, engineering sciences, mathematical and physical sciences, life and clinical sciences, and medicine. UCL includes academic units as diverse as the Slade School of Fine Art, the Bartlett School of Architecture and the Institute of Child Health, which is associated with Great Ormond Street Hospital.

75% of UCL’s departments received ratings of ‘excellent’ in national teaching quality reviews carried out between 1993 and 2001 and 60 departments achieved top (grade 5 and 5*) ratings in the 2001 Research Assessment Exercise. As a result of its track record, UCL receives substantial funding from government and charities, and more than £250 million is currently being invested in state-of-the-art facilities for cutting-edge research and teaching.

Situated at the heart of one of the world’s greatest cities, UCL’s historic central campus in Bloomsbury is within easy reach of several rail and underground stations, the Eurostar terminal and Heathrow airport.

Development & Corporate Communications Office

In October 2004 UCL launched a formal Campaign – Advancing London’s Global University: The Campaign for UCL – aimed at raising £300 million over the decade for major capital projects, departmental projects, and an endowment for bursaries, scholarships and fellowships.

The Development & Corporate Communications Office (D&CCO) is responsible for managing the Campaign and, as such, needs to work closely with the UCL academic community and the Corporate Support Services and with donors, whether individuals or organisations. The D&CCO is also responsible for UCL’s alumni relations activities world-wide and for the implementation of a Corporate Communications Strategy.

The D&CCO comprises 50 staff. The staff establishment budget for 2005-06 is £2.0m and the annual non-staff budget is of the order of £1.25m. The D&CCO has recently installed a new computer system (Advance) to support the fundraising side of the D&CCO’s activities. Further developments of the system and the implementation of the Web for Community software to support the Alumni are planned.

Position Summary

In preparation for the launch of the Capital Campaign in autumn 2004, UCL invested in an Oracle-based alumni database, Advance, which is the market leader in the US. The role of the Database Analyst is to support the work of the Development & Corporate Communications Office by taking an active role in maintaining the quality of data held on Advance and for producing reports and statistics as required. The Development Database holds approximately 120,000 alumni records, plus approximately 10,000 records of friends and supporters (including individuals, companies, charitable trusts and foundations).

Within the confines of the Data Protection Act (1998), the database holds personal information, including study details, career information, interests etc as well as donation information, events attendance information and a prospect tracking system.

In common with other Development & Corporate Communications Office staff, the Database Analyst has a general duty to support departmental activities from time to time.

The Database Analyst also has a specific duty, while in post and after leaving it (without time limit) of maintaining the confidentiality of information gathered in the course of the job.

Position in the Office

The Database Analyst reports to the Database and Information Services Manager, who, in turn, reports to the Deputy Director and Head of Operations and Development Services.

Main Responsibilities

Document, create, and test system reports (50%)

• Liaise with Development and Corporate Communications Office (D&CCO) staff over reporting requirements and assist them in producing user documentation for the new Advance database

• Work within the Database User Group meetings to prioritise reporting work, in cooperation with the Database and Information Services Manager

• Responsible for producing complex database reports according to specification using SQL and PL/SQL and other tools such as Oracle Reports, Oracle Discoverer, Crystal Reports or Infomaker as required

• Co-ordinate the testing of new database reports and organise user acceptance testing

• Produce technical documentation for more complex database reports

Uphold system data quality standards and maintain data policies and procedures for the system (20%)

• Liaise with other departments regarding data maintenance and reporting issues, building strong working relationships wherever possible

• Co-ordinate decision making on how data is to be coded and recorded on the system

• Carry out a limited amount of data entry and edits on the Advance Database in an accurate and time-efficient manner

• Responsible for maintaining the quality of all data entry and record keeping related to the Development Office database and to devise and undertake quality control / data cleansing exercises

• Assist in defining and maintaining departmental policies and processes relating to capture, manipulation and interpretation of data.

System management (20%)

• Act as a deputy for the Database and Information Services Manager as required and provide cover in their absence, in cooperation with the system technical support team

• Take the lead as assigned in specific projects/activities related to the database e.g. to lead an address data cleansing initiative

• As required, will work with other staff to produce specifications for new system development and will take an appropriate role in testing new system functionality

• Liaise with appropriate staff across UCL and to foster a strong working relationship with the Advance technical support team in UCL’s Management Systems and with the suppliers of Advance

• Assist with other departmental activities as allocated by the Database and Information Services Manager within the spirit of the role

Skills and Experience Required

Essential

• Initiative and ability to take ownership of specific issues and particular projects/activities and to work independently.

• Knowledge of Oracle SQL or equivalent to an intermediate level.

• Knowledge of relational databases and their applications.

• Experience of writing reports against a complex database using a report writing tool (other than SQL*Plus)

• Willingness and demonstrable aptitude to acquire and further develop highly technical skills such as SQL and PL/SQL.

• Ability to prioritise own and others' work to meet deadlines.

• Experience of structured testing and data analysis.

• Experience of writing formal documentation and technical specifications

• Excellent verbal and written communications skills

• Excellent attention to detail

• Discretion in dealing with highly confidential information.

• Willingness to work as part of a team in a large and busy open-plan office.

• Demonstrate flexibility and efficiency in adapting to changing work conditions, including learning new tools and technologies as required.

Desirable

• Experience with the Advance database system from the supplier BSR Sungard

• Experience of large, complex database applications in a similar capacity.

• Familiarity with fund-raising concepts

• Fast and accurate inputting/keyboard skills

• Experience of data cleansing exercises

• Experience of report-writing tools such as Crystal Reports, Oracle Report, or Infomaker

• Understanding of the Data Protection Act 1998

• Knowledge of PL/SQL

Remuneration, Tenure and Other Terms of Employment

The salary for this position will be in the range £25582 to £32402 (university academic related pay scale Grade AR2) inclusive of £2,440 London Weighting. The post is offered as a permanent contract, subject to the successful completion of a 6 month probationary period. Normal UCL terms for holiday apply (25 days per annum plus bank holidays and closures over Christmas and Easter). UCL is a member of the USS Universities Superannuation Scheme. (N.B. UCL’s terms and conditions of employment are currently under review.)

References

Candidates are required to nominate two referees, of whom one must be the applicant’s current employer, and to indicate when these individuals may be approached.

Applications

Applicants are requested to complete an Application Form and return it to Miss Gurjit Matharu, Development and Corporate Communications Office, Gower Street, London WC1E 6BT, email: g.matharu@ucl.ac.uk, tel: + 44 (0)20 7679 9202, fax: +44 (0)20 7209 0117. Applications must be received no later than 5pm on the 5th December 2005.

DEVELOPMENT & CORPORATE COMMUNICATIONS OFFICE

DEVELOPMENT & CORPORATE COMMUNICATIONS OFFICE

OPERATIONS AND DEVELOPMENT SERVICES SECTION

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Director of Development & Corporate Communications

Assistant Director

Nina Caton

Executive Assistant

Yvonne May

Deputy Director & Head of Corporate Communications

Purba Choudhury

Deputy Director & Head of Alumni Relations & Individual Giving

Andrea Buck

Deputy Director & Head of Major Projects

Mark Lewis

Deputy Director & Head of Operations and Development Services

Jacqui Campbell

Deputy Director and Head of

Operations & Development Services

Jacqui Campbell

Corporate & Alumni Events

Head of Events

Zoë Holman

Events Managers

Eda Pierce

Felicity Hampson

Database & Information Management

Database Manager

Sue Watts

Database Analyst

Vacant

Resources

Head of Resources

Jennie Campbell

Prospect Research

Head of Research

Hannah Bowden

Research Managers

Helen Taylor

Yasmina Jevtovic

Resources Assistant

Gurjit Matharu

Finance Manager

Teresa Ng

Gift Manager

Claire Hogg

Finance/Database Officer

Jyoti Vajir

Assistant Gift Manager

Lucy Stananought

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