Job Specification IDPE Membership Co Ordinator /Database Officer

Membership Services Coordinator

The Organisation The Institute of Development Professionals in Education (IDPE), a national organisation with a Head Office near Bath, is the leading membership organisation for fundraising and alumni relations professionals working in UK schools. Through their work, our members generate funds for bursaries and capital projects.

The IDPE supports its members who come from both Independent and State Schools by providing forums to meet and share best practice at Regional Meetings and Professional Development Events.

The IDPE’s Annual Conference is now the largest and most popular schools’ Development event in Europe attracting hundreds of delegates, sponsors and exhibitors from the Education sector. The organisation has grown significantly in the past 12 months and plans are underway to continue expanding and developing membership services.

The Role The position of Membership Services Coordinator is pivotal to the IDPE and encompasses a wide range of administrative functions which support growth and assist with the delivery of the increased events, news and services now offered. The Membership Services Coordinator will report to the Business Manager and will work independently as part of a central team of three.

Areas of Responsibility

Research and Database Management  Solely responsible for the overall management of the IDPE’s bespoke database software system, Potentiality  Updating members’ records  Setting up online registration for IDPE events and coordinating bookings  Sending bulk mailings by email  Using mail merge for bulk postal mailings  Producing and sending weekly and monthly e bulletins  Updating website content  Producing Membership Reports, analysing data and using visual tools to illustrate results and trends  Expanding the IDPE database - researching organisations who are prospective members  Continuously cleaning the IDPE database - tracking personnel changes within member schools Membership Services

Administration  Responsibility for the efficient running of the IDPE Office which includes liaison with the Finance Office in Berwick Upon Tweed  Responding to a high volume of enquiries from prospective members and existing members by telephone and email in a prompt and courteous manner  Processing new members’ applications – welcome emails, preparing and posting packs  Liaison with Regional Volunteers, ensuring that information regarding the IDPE regional network is up to date  Responsibility for handling the majority of incoming calls  Liaison with the Finance Officer and Accounts Clerk with regards all invoicing  Responsibility for the handling of the day to day post  Assisting the Business Manager with correspondence via post, phone and email  Managing office stationary stock, the telephone system and internet  Liaison with office suppliers  Archiving presentation material online including minutes from Regional Meetings  Responsibility for updating the IDPE Training Manual  Assisting with the coordination and analysis of members’ feedback from Membership Surveys

Event Coordination  Assisting the Business Manager and Event Manager with IDPE events and meetings, including the three day Annual Conference  Assisting with the coordination of sponsors and exhibitors  Setting up online registration sites within the Potentiality database  Coordinating bookings and invoicing  Responding to delegate queries, bookings and changes  Preparing name badges  Maintaining the IDPE photo library - ensuring there is a photographic record of all major events  Assisting with the coordination and analysis of delegate feedback from events and generating evaluation reports

Marketing  Working closely with the Business Manager to maintain, update and develop the website  In conjunction with the Business Manager sending monthly e-bulletins, weekly Jobs Alerts and other mailings  Writing and proof reading copy for use in the e-bulletin and website  Responding to advertisers’ enquiries  Coordinating advertiser bookings, uploading adverts, customer liaison and invoicing Person Specification

This is a varied role which requires you to demonstrate a high level of organisational skills coupled with proven database management experience.

A good working knowledge of social media is highly desirable. The ideal candidate will be computer literate, and experience using databases is essential. An intuitive researcher, the successful candidate will also demonstrate outstanding attention to detail as well as excellent interpersonal and customer skills. We are seeking a confident, flexible performer who can work independently and relate well at all levels and who is prepared to go the extra mile in pursuit of objectives.

Personal Attributes

Essential  Enjoys working independently and playing a key support role in a small team  Confident and professional telephone manner  Ability to work on multiple tasks and projects  Ability to prioritise work and meet deadlines  A good eye for detail and layout  Task and process driven- naturally methodical  An intuitive and thorough researcher  Excellent standard of written English  Positive ‘can – do’ attitude  Driven by putting the customer first and ‘getting a good job done’

Highly Desirable  Experience working alone and as part of a small team  Understanding and sympathetic to the requirements of working with a volunteer board and charity

Experience

Essential  Managing and working with databases  Proficient using up to date Microsoft Office-related software including the use and preparation of Word documents, PowerPoint, Excel, mail-merge and bulk emailing  Interfacing with customers on the telephone  Creating e-bulletins and web pages

Highly Desirable  Familiarity with online research tools  Familiarity with social media in a professional context  Proof reading  Full driving licence Other Information

Post Title: Membership Services Coordinator

Responsible to: IDPE Business Manager

Location: Office based, near Bath with car parking space.

Hours and Remuneration

The position is full time. The usual hours of work are an average of 35 hours per week, Monday to Friday, 9am – 5pm although full time flexible hours are available for the right candidate. There is the occasional requirement to work evenings and weekends when involved with an event but time off in lieu will be provided.

Annual Leave - 25 days per year, plus Bank Holidays

Salary: £18,400 – £22,000 depending on experience