Membership Systems

Administrator – Fixed Term

Contract 

Applicant Information Pack  

 

CONTENTS Welcome from Matt Hyde and Wayne Bulpitt 4

Who we are and what we do 5

Background, how we work, the role, how to apply 6

Personal Specification 7

Salary and Benefits 8

ABOUT THIS PACK Thank you for your interest in this role. This document does not form part of the terms and conditions, but aims to give you more information about the role and its context.

 

 

 

WELCOME

Scouting changes lives. We make a positive difference in our communities and improve the life chances and outcomes of young people from every background. We get the chance to work with young people at the most important time in their lives: their childhood. Scouting is about opportunity and that’s what young people need more than anything else. From support and friendship to new skills and renewed confidence, Scouting brings a spirit of optimism and practicality to its work. We welcome all young people into Scouting and we believe passionately in what we do. We believe that young people have great things to offer. In Scouting, they get the opportunity to discover their potential, benefit from a positive, supportive environment and make a difference. Whether it’s setting up an internet cafe in their community, going on canoeing trip with new friends, taking a starring role in a Scout show or leading a trip abroad, we lift spirits, recognise achievement and raise aspiration. All of this is made possible by basic facilities and teams of dedicated adult volunteers. Positive role models are vitally important. We want to inspire a new generation filled with a generosity of spirit, and a determination to make things better for themselves and their communities.

 

       Matt Hyde, Chief Executive     Wayne Bulpitt, UK Chief Commissioner  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

LIFE CHANGING ADVENTURE Scouting offers life-changing adventure to over 446,000 girls and boys. This makes us the largest mixed youth movement in the UK. We help young people explore their potential, grow in confidence and becomes the active citizens of the future. We make a positive impact on young people, our adult volunteers and the communities in which we live. Offering over 200 different activities from abseiling and archery to drama, street sports and water zorbing, Scouting helps 6-25 year olds grow in confidence, achieve their full potential and become active members of their communities. This is only possible through the efforts of 100,000 volunteers who also enjoy the fun and friendship of Scouting. And you can be part of this great adventure. The Scout Association is a registered charity in the UK and part of a worldwide movement of 40 million Scouts working for peace and global friendship.

 

‘Every child has the right to an adventure.

Life is about grabbing opportunities.

It's all about friendship and fun and adventure

– people who might not normally

have the chance for adventure. Scouts are

shining lights in their communities.’

Bear Grylls, Chief Scout

 

 

OUR STRATEGIC PLAN We are working towards our 2014-2018 strategic plan with a focus on the following key areas:

 

Growth We believe that Scouting changes lives, which is why we want every young person in the UK to have the opportunity to get involved

Inclusivity We need to remove the barriers to participation

Youth shaped Every young person should be able to shape their Scouting experience

Community impact We believe that Scouting makes a difference to individuals and to society

Read the full plan at www.scouts.org.uk/2018

HOW WE WORK The UK headquarters of The Scout Association is based at Gilwell Park, Chingford, London, and is operationally divided into four directorates:

 

 

THE ROLE  To provide support to the Membership Engagement Manager and Membership team. The role will also require the post holder to and act as first line screen for any issues or queries that arise from the membership database.

HOW TO APPLY Please ensure in your application form that you provide a statement as to why you believe you are suitable for the role and what you believe you could bring to the post. Ensure you address the points in the person specification (as attached in the relevant job pack). Please download both the application form and fill in the recruitment monitoring form online. The application form should be emailed to human.resources@scouts.org.uk Please note that if you have not heard from us within two weeks of the closing date please assume that your application has been unsuccessful.

THE SCOUT ASSOCIATION

Job Description

Membership Systems Administrator (Data

Administrator) – Fixed Term 12 Months  

Responsible to: Membership Engagement Manager Directorate / Department: Scouting Operations Base Location: Gilwell Park Salary Band: B Budgetary responsibility: n/a External Contacts: n/a . Internal contacts: Membership Engagement Team

members, Head of Information and Innovation, Application Specialists, Data Analysts, All Association Staff and Volunteers

Direct Reports: n/a The above list is provided for guidance only and is not an exhaustive list of all the contacts with whom the postholder may be required to liaise.

Role Summary and Purpose

To provide support to the Membership Engagement Manager and Membership team. The role will also require the post holder to and act as first line screen for any issues or queries that arise from the membership database.

Key Tasks

Gather, review, cleanse, organise and provide data from or for the membership systems

Uses Microsoft Office and other applications to produce reports, mail merge systems, pivot tables and data sets

Review, triage and replicate bugs, issues and enhancements relating to membership systems

Produces and maintains databases and spreadsheets as required, including mailing lists, of local and national appointed volunteers and team members etc

Work within defined service level agreements to provide excellent customer service Contribute to the monitoring of customer/member satisfaction and to assist in making

changes to the service to ensure continuing satisfaction Assists with other responsibilities of the Operations Directorate from time to time as

and when required. Ensure the maintenance of confidentiality in respect of staff, volunteer and client

records and all privileged information relating to the services of The Scout Association, its clients, staff and volunteers and particularly of the area for which directly responsible.

Any other duties as may reasonably be required by Membership Engagement Manager, commensurate with role.

(Included in all job descriptions)

Data Protection

The post holder hereby agrees not to disclose any confidential or sensitive information to a third party or outside organisation except where required to do so by law.

Health and Safety

The post holder agrees to abide by TSA’s Health and Safety principles and code of conduct and to take all reasonable steps to ensure both their own safety in the work place as well as that of their colleagues.

Equal Opportunities

The Post holder agrees to promote and uphold the principles of equal opportunities in accordance with TSA’s Equal Opportunities Statement and all related policies. Yellow card The post holder agrees to comply with the safeguarding yellow card at all times.

Person Specification E = Essential; D = Desirable  

Skills and Abilities Able to manage and prioritise own workload and work to meet deadlines E Able to assimilate large amounts of data and information and provide a summary of

key information for others E Able to effectively present information clearly E Able to think creatively and solve problems E Able to use own initiative and be a self-starter E Flexibility and willingness to learn E Mature and personable approach E Able to communicate clearly using the telephone, face to face and written

communication E Knowledge and Understanding

Educated to GCSE level or equivalent. E Has knowledge of Scouting D

Culturally sensitive and able to work in an volunteering environment E Excellent knowledge of Excel as well as other common IT programmes E

Experience

Experience of working with Excel, extracting and manipulating complex data E Experience of working with VLOOKUP and pivot tables E Experience of researching and analysing information HD Experience of working as a member of a team D

Values and Personal Qualities (including Our Approach)

Show calmness under pressure E Excellent communicator E

 

TSA competencies (as set out in the competency framework) Competency Framework: Level 5

Team Working: Builds strategic relationships both internally and externally. Effective Communication: Develops and communicates organisational strategy. Getting Things Done: Articulates a compelling vision and strategic direction. Customer/Member Care and Support: Identifies long term interests. Leadership, Management and Self-Management: Gains commitment and inspires others to achieve. Skills and Experience: Develops high level professional specialist skills to facilitate job design and delivery.

Values and Personal Qualities (including Our Approach)

Our Approach If we are to achieve such an ambitious and bold agenda, we need to be clear on the principles that will define our way of working over the next four years. These principles are: Results-focused Ambitious but realistic targets have been agreed for every part of this plan. Volunteers and staff across the Movement will be supported to work towards these goals so that we can unlock our collective power. Partnership and collaboration We make a greater difference when we work with people across society. Effective partnership working will be essential if we are to extend our reach and impact. Evidence-driven We need to build a body of evidence to prove what is working as we work towards our goals. We cannot rely on anecdote. We will build on our existing research to further demonstrate the impact we make on people’s lives. We must do this if we are to truly be understood by wider society evidencing our relevance and impact.

Sharing and celebrating successes We will achieve more by sharing best practice across the Movement and celebrating successes. We’ll find new ways of ensuring we are learning from each other and recognising best practice. Innovation Scouting began with a single, inspired idea and we haven’t forgotten the power of innovation. Fresh thinking is the only way to help us achieve our ambitious aims. We will encourage new thinking across the Movement to stimulate creative solutions to age old challenges.

Youth-shaped If we empower young people to drive decision-making this will stimulate new thinking and enable us to stay in touch with a fast-changing world. Using digital technology It is an inescapable fact that we live in a digital world. That is why we are investing in digital technology nationally and locally, making our new membership system (Compass) central to making Scouting easier, more efficient and less time consuming. We need to seize the opportunities digital technology offers us to reach new communities, share and debate our ideas, communicate and make volunteering easier.

Salary and Benefits

Annual Salary: Starting salary non negotiable at £19,093 per annum (including Outer London Weighting) which represents Level 1 of Band B. This is a 12 month fixed term contract. Salaries are paid monthly by direct transfer on or about the 20th of the month. Overtime is not paid although time off in lieu may be authorised. Hours of Work: 35 hours per week Location: Gilwell Park, Chingford, London Holiday Entitlement: 25 days per year plus bank holidays. This increases after two years service to 28 days and after five years to 32 days.* * The Scout Association closes completely between Christmas and the New Year, so it is compulsory that annual leave is taken at this time. Probationary Period: This post is subject to a 6 month probationary period. Notice Period: 1 month Employee Benefits – an introduction The Scout Association is keen to ensure that employees are offered a range of attractive benefits. At the same time we also need to cater for a variety of needs and lifestyles. Benefits apply to employees upon completion of three months in their role unless otherwise stated.

 

Looking after your health and wellbeing Simply Health medical scheme Employees have access to the Simply Health medical scheme. Full details are available on employment but a summary of the benefits is as follows:

Dental 100% - up to £120 Optical 100% - up to £120 Face-to-face counselling sessions – up to six sessions Private consultation and diagnostics 100% - up to £300 Physiotherapy/Osteopathy/Chiropractice/Acupuncture/Homeopathy 75% - up to £300

There is an opportunity to add a partner and up to four children to this scheme at an additional cost to the employee. Sickness Absence The Association pays sickness pay above the statutory minimum requirement. Keeping fit and active Employees can benefit from discounted rates on gym membership. Being a member of the Health Club and Wellbeing Scheme gives you and your family access to the lowest corporate membership rates at over 2,000 health clubs, gyms and leisure centres across the UK. Food and Drink Free lunch is provided to all employees when they are working at Gilwell Park between Monday and Friday. Alternative arrangements are in place for staff at our Scout Activity Centres. Free beverages are available at all sites. This benefit is available immediately upon taking up employment. Looking after your future Pension For all employees, the Association has a Group Personal Pension Plan. This plan allows employees to contribute a minimum of 1.5% of their gross salary up to the maximum allowed within HMRC limits. The Association will contribute twice the employee’s contribution, up to a maximum of 10% of gross salary. Life Assurance All employees are covered by a scheme which pays two times the basic salary in the event of death in service. Getting to and from work Interest-free season ticket loan Employees may apply for a loan to assist with the purchase of a travel season ticket. The loan will be paid back monthly by automatic deduction from salary. Car parking All sites offer free car parking to employees. Cycle to Work scheme

This scheme is a form of salary sacrifice which enables employee’s to purchase a bicycle through the Government’s Cycle to Work Scheme and can save you up to 50% on the retail value (depending on the employee’s tax bracket). Minibus Service (Gilwell Park) A minibus service is provided which collects colleagues at 08:40 and 08:50 from Chingford Station. There is a return minibus service to Chingford Station at 16:55 and 17:15 hours. Looking after your nearest and dearest Carers Leave Up to three days paid leave a year (please see our leave policy). Maternity Leave The Association pays maternity leave above the statutory minimum requirement. Paternity Leave The Association pays paternity leave above the statutory minimum requirement. Childcare Vouchers This scheme is a form of salary sacrifice, enabling employees to purchase childcare vouchers. Start and finish time Employees can apply for some flexibility on their start and finish times of work. Making your money go that little bit further

Scout Shops Purchases Employees can make purchases from Scout Shops LTD with a discount of 25% on certain items, excluding uniforms. Restaurant discount card This discount card is in conjunction with TasteCard and allows a range of discounts (up to 50%) on a range of restaurants across the UK. This can be purchased for approximately £30. Developing yourself and others Study and volunteer leave Special leave includes paid leave for volunteering and study leave. Learning and Development The Scout Association offers a range of learning and development opportunities to all staff and is supportive of requests for professional development.

            Human Resources 2015