Database Manager - Sheffield, United Kingdom - Voluntary Action Sheffield

Description

Job description and person specification

Sheffield Citizens Advice and Law Centre, operating as Citizens Advice Sheffield provides a range of advice and advocacy services to Sheffield's communities and contributes to regional and national services. We provide our services by phone, through digital routes and in person. We are part of the national Citizens Advice and Law Centres networks.

Our advice services provide help and advice across a wide range of issues and more in depth help in respect of welfare benefits, debt, housing, employment, immigration and discrimination. Our independent advocacy services are delivered through Sheffield Advocacy Hub, in partnership with three organisations.

We aim for excellence. Our ambition is to be among the best advocacy services in the country, and one of the leading voluntary and community organisations in Sheffield. We campaign for change to social policy to improve the well-being of the people and communities we support.

Purpose of job

As Database Manager you will be responsible for driving the development of one of our most valuable information assets, our Lamplight Database, which holds all of the client records for our Advocacy services (including those of our partners).

You will work as part of our Advocacy management team. You will lead on data collection, management, compliance, and reporting. You will lead an established team of two Assessment and Support Workers who are responsible for data entry, and develop their role to include data health and cleansing. You will maintain, administer and develop Lamplight and its related functions including our online referral system and other integrations. You will oversee data collection, reporting and analysis. You will be responsible for the security and integrity of large amounts of sensitive personal information.

Responsible to: Advocacy Manager

Responsible for: Assessment and Support Workers

Main duties and responsibilities

Database management

You will be responsible for the development and overall management of our Lamplight Database, in close collaboration with the Advocacy Manager, Supervisors, Independent Advocates, Assessment and Support Workers and volunteers.

You will take a continuous improvement approach to ensure that Lamplight is able to capture the required information in the most efficient and effective ways possible, utilising its features to the fullest extent.

In support of our Advocacy objectives and contract requirements, you will work alongside Service Supervisors and our Advocacy Manager to identify, develop and implement (i) new data categories to capture (ii) improvements to existing data capture (iii) new reports and data views (iv) new data visualisations (including using spreadsheets and other file types outside of Lamplight)

You will be the first point of contact for any issues, bugs or errors arising in Lamplight, and will liaise with Lamplight Database Systems Ltd and our ICT Team to rectify problems as quickly as possible.

You will ensure that our Data Protection Impact Assessment for Lamplight is regularly reviewed and updated to take account of new developments.

You will ensure that all personal data held within Lamplight is managed within the requirements of the Data Protection Act 2018 as updated from time to time, and Citizens Advice Sheffield policies and procedures.

Security of the system You will work with our Advocacy Manager, our ICT team and external partners to maintain the security of the system at all times. You will ensure our security practices are always up to date and following best practice in line with our wider procedures.

Data Collection and Integrity You will ensure, through the line management of our Assessment and Support Workers and wider collaboration with the team and our partners, that the data we collect from our clients and referrers is complete and accurate, and includes the necessary consents, highlighting any issues to the Advocacy Manager.

You will work closely with staff entering data (including our partners' staff), to ensure they understand how to make best use of its facilities and how to enter complete and accurate data on every occasion.

Processing information rights requests You will be responsible for preparing timely responses to information rights requests including Subject Access Requests, correction requests, objections to processing, and deletion requests.

Providing reports on quantitative and qualitative data held within Lamplight You will provide reports as required by the Advocacy Manager, both routine based on templates and bespoke as necessary. You will present the information in a visually attractive and understandable form.

Supervisors and Managers team You will play a full role in the advocacy management team, alongside the Service Supervisors and will line manager our Assessment and Support Workers. You will be part of the wider managers and supervisors team, responsible for shaping and implementing service strategy, to ensure high quality service delivery and performance in accordance with contractual and other requirements, and to develop and implement service policy and practice.

Professional learning and development You will be required to undertake learning and development including:

Keeping up to date with legislation

Keeping up to date with policies and procedures

Attending internal and external training

Obtaining and maintaining accreditation for specialist practice

You will be required to undertake all duties in accordance with Citizens Advice Sheffield's policies and procedures, utilising national and local sources of information and guidance.

Person specification

Knowledge and experience

Knowledge of database systems

Knowledge of database compliance and security practices

Knowledge of data collection and integrity

Experience of developing the functionality of database systems

Experience of creating quantitative and qualitative reports from database systems in response to business and contractual requirements

Experience of being responsible for managing large amounts of sensitive personal information

Skills and abilities

Excellent IT skills across a range of packages ideally including the full Google suite (Google Docs, Google Forms, Google Sheets, Slides, GMail etc)

Ability to manage databases containing large amounts of sensitive personal information

The ability to effectively work on several projects at once and easily adapt to changing circumstances

Ability to engage and motivate colleagues in the wider team to engage fully with changes to data recording practice

Commitment to:

Working flexibly and to adapting to changing needs and priorities

Team working and partnership working

Excellent attention to detail and the importance of "right first time".

The goals and values of Citizens Advice Sheffield

Personal learning and professional development

Equal opportunities and to valuing diversity

Experience of working in the voluntary sector

Experience of line management and developing the skills of direct reports

Experience of working with Lamplight database, or similar client management systems

Experience of responding to information rights requests

Qualifications, training and accreditation

Participation in and commitment to participating in management and supervision development programmes.

Location

Sheffield

Type of Contract

Full Time

Hours

35

We can offer you a supportive culture within a charity setting committed to social justice. We offer an attractive remuneration package with good terms and conditions of employment including: 35 hour working week; 25 days annual leave (excluding bank holidays), Pension scheme, Hybrid Working, enhanced maternity and paternity policies and Health Plan with integrated employee assistance programme.

Closing Date

How to Apply

For an application pack please go to: - (we do not accept CV's). Or email: quoting ref: DBM 04-24.The closing date for completed applications is: 9:00am, Wednesday 15 May 2024 .Interview date: 23 May 2024

To sign up for job alerts or advertise a job please login or register with VAS: