Database Manager

About usThe Sick Children’s Trust is the charity thatprovides vital ‘Homes from Home’ where familieswith a sick child in hospital can stay, free ofcharge, just minutes from their child’s bedside. At an overwhelming and difficult time, we offerfamilies the support they need to face the dayahead. They can have a hot shower and acomfortable bed to rest, and our caring staff arethere to listen and comfort them when they needit. Not only do we alleviate financial worries, butwe also help the mental wellbeing of thefamilies we support.  Our visionWe are working to a future where every familywith a seriously ill child in hospital can staytogether, close to their child’s hospital bedside.Our missionWe provide welcoming, comfortable ‘Homesfrom Home’, to keep families together whenthey have a sick child in hospital and kind,caring staff to support themPassionate
We believe passionately that
families with a seriously ill child
in hospital should be together

Supportive
We care for families when they
really need us and we support our
staff to be the best they can be

Togetherness
We work together to make
a difference

Proud
We are proud to be able to welcome
all families that need us to our clean
and comfortable ‘Homes from Home’

We are open, honest and transparent in everything we do.
We spend our money responsibly ensuring that families are
always at the heart of our work

Our valuesTrustworthyOur ‘Homes
from Home’

We have ten ‘Homes from Home’across England that can support 148families a night. In 2024/25 weprovided 48,062 nights in our homes,supporting 3,203 families.100%

Our staff surveyof our colleagues are proud towork at The Sick Children's Trustof our colleagues said that thework of the charity inspires themto do a good job97%of our colleagues enjoy working atThe Sick Children's Trust95%We supported3,203 familiesWe provided48,062nights of accommodationOccupancy rates91%in our ‘Homes from Home’Average travel time82 minutesfrom home to hospitalOur impact 24/25Job title:

Hours:

Location:

Reports to:

Database Manager

Full time - 35 hours per week

Head Office, London (Hybrid)

Director of Finance

Line Management:

1 Senior Database Officer

Role purpose:

Database Manager works closely with the Senior Database Officer to ensure The Sick Children’s Trust’s donor
database, Donorflex, is kept up to date and is accurate, and to ensure that the Finance and Database team can
report  correct  financial  information.  The  Database  team  liaise  closely  with  both  the  Fundraising  and
Communications & Marketing teams, as well as with the House staff, to support fundraising activities (including
income tracking) and to support Service Users data collection by the House staff.

Job DescriptionRole purpose (cont.):

Responsible for the maintenance and accuracy of The Sick Children’s Trust’s supporter and beneficiary CRM   database
system, Donorflex.
Line manage, coach and support one Senior Database Officer.
Managing data entry and analysis to ensure income and activity is accurately recorded and reported on.
Ensuring Donorflex functionality is used in the most effective way through exploration of new modules and new versions
of the database
Providing training to all Donorflex users in using the appropriate database functionality for their role.
Managing data selection and segmentation to support and enable effective and efficient communication, finance and
fundraising activities.
Maintaining GDPR and Fundraising Regulator compliance
To be an active part of Finance and Database team, facilitating knowledge-sharing across the team and fostering a
supportive, high-performing team environment.

Database Management & Accuracy

Overseeing the processing of all income transactions into the Donorflex database, ensuring correct coding in line with
organisational procedures.
Process service user information into the Donorflex database with a high level of accuracy and attention to detail.
Ensure accurate supporter and service user records are maintained, including Gift Aid entries, and ensure correct income coding
aligned with organisational procedures.
Run quarterly Gift Aid claims and ensure Gift Aid received is maximised.
Overseeing the reconciliation of income processed in the Donorflex database with the bank statements and collaborating
closely with Finance to ensure accurate and timely income data processing.
Undertake regular data validation checks to ensure the accuracy of Donorflex database data.
Maintain accurate process notes for all database-related tasks.
Lead on database-related projects such as upgrades, developing new ways of streamlining income processing and exporting
information from the database.
Maintain and manage the third party relationship with the database provider.

Duties may vary from time to time with development of the post. The post holder will be required to carry out such duties as
receiving general telephone enquiries and dealing with general office administration as befits a small office environment.

Key ResponsibilitiesSupport & Training

Line manage one Senior Database Officer, setting clear objectives, providing ongoing support, and promoting a
culture of collaboration and accountability.
 Act as the central point of contact for Donorflex database support across Head Office and the Houses, responding
to staff queries and providing guidance on income coding and service user data.
Provide, together with the Database officer, Donorflex training to all new database users across the whole
organisation.
Promote and encourage the on-going use of Donorflex database across all teams, providing training and support,
including occasional visits to our ‘Homes from Home’.

Data Selection & Reporting

Produce regularly scheduled and ad-hoc data selections for mailings and campaigns, supporting the
Communications & Marketing, and Fundraising teams.
Produce monthly House Information Statistics based on service user data processed by House staff.
Generate reports on service user and supporter fundraising activities to support grant applications and fundraising
performance insights.

Key ResponsibilitiesCompliance & Communication

Ensure all Donorflex database activities comply with Data Protection regulations and The Sick Children’s Trust’s
policies and branding guidelines.
Handle telephone and email enquiries professionally, maintaining confidentiality and acting as a front-facing
representative of the organisation

General responsibilities:

Be a positive ambassador for The Sick Children’s Trust. Adopt a personal style that enhances the reputation of The Sick
Children’s Trust and fosters respectful and professional working relationships.
Contribute positively to the team working within the charity, implementing organisational objectives.
Be flexible within the broad remit of the post.
Take direction on projects and priorities from your line manager, which may vary from time to time.
Abide by organisational policies and practices, including the equal opportunities policy and code of conduct.
Ensure that The Sick Children’s Trust’s brand values are fulfilled in activities undertaken.
Maximise The Sick Children’s Trust resources by building and maintaining effective interdepartmental relationships.
Increase awareness of The Sick Children’s Trust to its maximum potential according to the principles and objectives of the
organisation.

Key ResponsibilitiesExperience

Possesses the administrative and numerical skills to work flexibly and collaboratively line managing the Senior
Database Officer and providing support to the Director of Finance within a busy office environment
Experience of line managing, coaching and supporting more junior staff
Experience of managing own workload effectively and planning and organising work to meet deadlines
Experience of high levels of accuracy and meticulous attention to detail, and enjoys following processes and getting
things right
Experience of managing, manipulating and analysing large data sets
Desirable:Experience of working effectively without supervision, dealing with problems as they arise

Knowledge

Experience and knowledge of using databases preferably Donorflex
Desirable: Knowledge of GDPR and data protection legislation and Gift Aid
IT Literacy; Microsoft Office 365 software, in particular Excel, Outlook, Word and PowerPoint

Education/Training

Educated up to at least A level with minimum B / 6 grade in GCSE Maths and English or equivalent

Person SpecificationSkills, abilities and personal attributes

Able to take responsibility for delivering against objectives and is keen to learn
Ability to see tasks through from start to finish, even when they are repetitive and routine
Able to develop positive working relationships with a range of people internally and externally
Flexible and adaptable approach to work to respond to change at short notice in a calm and methodical manner
Able to maintain, accurate and up to date records on our databases
Ability to communicate clearly with people at all levels
Strong communication and relationship building skills to liaise with a wide range of people, both internal and external to
the organisation
Strong project management and organisation skills

Other requirements

Commitment to working outside of normal office hours, when the job requires this, with a willingness to travel
Willingness to take accountability for own actions in the delivery of objectives
Willingness to develop an understanding of disability issues
Commitment to working within the principles of equal opportunities
Empathy with the aims, goals and values of the charity, and a commitment to support delivery to meet these

Person Specification35 hour working week

Discretionary hybrid working

25 days annual leave plus your birthday off

Time off in lieu policy

Auto-enrolment into a pension scheme at 3 months service

Commitment to development and training

Family friendly policies (flexible working and time off for

dependents)

Commitment to your

Post-probation benefits:

wellbeing including:

Bonus day off in December

Employee Assistance

Enhanced pension option

Programme

Eyecare Voucher

Flu Vaccination

Life Assurance

Permanent health insurance

Access to Digicare+

Access to Medicash

Interest free travel loan

BenefitsThe Sick Children's Trust strives to be an Equal Opportunity employer. We are committed to developing a

diverse and inclusive organisation, where people feel supported and valued to be the best they can be.

We welcome applications from people from all sections of the community, irrespective of race, ethnicity,

gender, age, disability, sexual orientation, religion or belief.

If you require any reasonable adjustments to apply for this role to the best of your abilitysuch as

an accessible venue for interview, please let us know your requirements and we will make every

effort to provide assistance.

Equal OpportunityIf you are interested in applying for this role, please complete the attached questionnaire and submit your CV

along with a  covering letter demonstrating how you meet the person specification to:

recruitment@sickchildrenstrust.org

The closing date for the role of Database Manager is 31 January 2026

We will be considering applications as they are submitted so early application is advised

For further details about The Sick Children’s Trust please visit our website

sickchildrenstrust.org

How to apply