Database Assistant

Home Based
Industry Sector:
Nonprofit Organisation Management
Type of contract:

Database Assistant

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Location: Flexible, home based, non-UK locations will be considered*

Contract type: Fixed term – 6 month contract Working hours: Part-time – 21 hours per week

Grade: D

Salary: £25,000 – £27,500 pro rata to £15,000 – £16,500 part time if based in the UK. Salaries for non-UK based candidates are adjusted according to international market data.

Reporting to: Database Manager (Estonia based)

Line Manager for: N/A

*The position is home based, within the country of residence of the candidate, ideally in Estonia, Kenya, South Africa, India or UK. Candidates will have to ensure they have the legal right to work within the county they are based. Family for Every Child does not support applications for working visas and there is no relocation support. If the cost or mechanism of ensuring legitimate employment within the candidate’s country of residence proves prohibitive, Family for Every Child reserves the right to withdraw the application from the selection process.

Job Purpose

The role sits within Family’s Fundraising and Communications team, responsible for the maintenance and support of the Family database (Salesforce). This includes responsibility for its day-to-day running including maintenance, optimisation, error fixing and process support. A vital aspect of the role is the data and income imports into Salesforce and reconciliation of the data between Salesforce and Flo2cash (payment gateway) and any error fixing required.

Scope and Limits of Authority:

The Database Assistant is expected to follow a set of day-to-day tasks as assigned by the Database Manager

  • Processing of personal and confidential data, including bank details.
  • This role does not have budgetary or line management responsibility
  • Invoice approval of up to £2000

Key Responsibilities

Data imports

  • Importing data from New Zealand agencies using Salesforce import tools
  • Importing data from different income suppliers in the UK and New Zealand into Family’s database using data import tools (like Engaging Network, Open Creates, Listen, QTS, Flo2Cash)
  • Working with the High Value team helping them with data import when needed
  • Supporting Supporter Care team with bulk import tasks on regular and ad hoc basis (like bulk import of supporter cancellations, bulk import and management of Flo2Cash Suspended Report) Other tasks
  • Supporting the Database Manager to ensure Family’s database is GDPR compliant
  • Reconciling the New Zealand payment processing database and Family’s database to make sure their income matches and all supporter payments are up to date
  • Carrying out weekly database checks
  • Supporting the Database Manager on ad hoc error fixing (e.g. updating records in bulk, doing data analysis to identify issues and provide solutions)
  • Running prepared reports on a weekly and monthly basis (e.g. supporter attrition reports, KPI reports, failed supporters to public outreach reports) Self Management
  • Bringing a results focused, open and collaborative way of working to all you do to include agility, flexibility and a ‘can do’ mentality, supporting colleagues to thrive in a remote working environment.

The Key Responsibilities above set out the priorities for this role which will shift and develop to respond to the evolving nature of Family.

Family for Every Child is evolving and in order to support the Alliance, the role of the Secretariat has to adapt and respond to the changing needs of the members. This has an impact on each and every role within the Secretariat, therefore flexibility is key and the ability to respond to change, shift responsibilities and work collaboratively underlies the approach all staff need to take.

Person Specification & Behaviours

Education, qualifications, knowledge and experience


  • Educated to UK A level (international Level 3) or equivalent qualification or experience
  • Demonstrable knowledge of the concept of relational databases
  • Proficient in data manipulation and cleaning
  • Advanced Excel skills and proficiency in Microsoft Office
  • Strong problem solving and diagnostic skills


  • Knowledge and experience of working with Salesforce and Data Loader
  • Experience of working in a multicultural setting, ideally in more than one language (and ideally including Arabic, French, Russian or Spanish), demonstrating understanding of working internationally and a high level of fluency in English is essential
  • Experience of working within a network organisation
  • Experience of working with Google Apps, specifically Google Sheets
  • Demonstrable knowledge of the concepts of direct marketing, fundraising and major donors
  • Experience in charity database processes

Skills and personal attributes

The following skills and personal attributes are expected of all staff:

  • Flexible and adaptable; willing to contribute to other streams of work and across teams
  • Strong and responsive communicator, able to communicate clearly with colleagues around the world by email and video call
  • Comfortable working from home, as part of a dispersed remote-working team with little face to face contact
  • Highly organised and self-motivated, able to manage and deliver on multiple concurrent tasks
  • Competent IT proficiency across a range of packages, able to learn quickly and troubleshoot problems independently
  • Ability to use initiative and work without close supervision, working both as part of a team and as an individual within a remote-working organisation
  • Travel is limited to <10 days per year unless in exceptional circumstances


We offer generous benefits to support your work and personal life:

  • Flexible and family-friendly employment policies which support your work life balance
  • Provision of IT equipment and support in setting up a home office, including financial assistance
  • 22 days annual leave in total (pro rata from 36 days for full time staff). This includes your statutory entitlement to public and bank holidays within your country of residence, and also time off during our closure between Christmas and New Year
  • TOIL for additional hours worked beyond a full time week
  • Matching contributions (up to 7.5%) towards the UK pension scheme or up to a 7% allowance for pension and medical insurance costs (for non-UK based staff)
  • Life assurance (up to 3 times salary)
  • Generous sick pay and maternity pay
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Family For Every Child

Our vision is a world where every child can grow up in a permanent, safe and caring family. We work to achieve this vision through a global network of national civil society organisations that mobilises knowledge, skills and resources. We also support temporary, quality alternative care where needed.

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