Kettering Allotments Society

Vacancy - a service opportunity to be our first

Data Manager

The committee is seeking to appoint a data manager for our society. The appointment is initially until April 2019, thereafter the post is reappointed on an annual basis, in the same way as field stewards. There is a small annual allowance for expenses (£30) plus a rent-free plot.

To apply, please email the secretary including a statement describing how you have the skills and attributes for this service role. Please include the names and contact details of two people who may be able to provide short references. Candidates will be interviewed by the society officers.

Data Manager role (job description)

• The role is an annual appointment by the committee (normally confirmed at its April meeting)

• The role is a voluntary position, with a small allowance to cover expenses equivalent to that of a field steward

• the data manager reports to the committee and liaises closely with its officers (Secretary, Treasurer and Chairman)

Duties/responsibilities

• liaise with the Secretary and Treasurer on a regular basis

• liaise with all field stewards on a regular basis

• ensure GDPR compliance by the Society and maintain confidentiality where needed

• advise on developments in data/ICT and social media, maintaining a positive profile by the Society on the above

• ensure the membership lists, waiting lists and contact details are accurate, so that newsletters and rent reminders are sent to as many members as possible

• attend committee meetings and/or report to the Officers before each meeting

Skills and attributes

• courtesy, diplomacy and tact

• excellent communication skills, including face-to-face, email, text (SMS), telephone etc

• excellent ICT skills, including spreadsheets

• access to social media to monitor and report any information relevant to the role (eg chatter on Facebook, twitter)

• efficient administration and attention to detail

• be proactive and show initiative, make suggestions to the committee and ofiicers
  

Tasks

• each new member's contact details to be added to our records (spreadsheet)

• retiring members contact details (those giving up or evicted) to be deleted and archived for a reasonable time (following GDPR and our data protection policy)

• records to be kept secure following GDPR and our data protection policy

• accurate and up to date records to be shared with Society Officers and Field Stewards, to be updated on a regular basis

• regular contact with all field stewards to collate information needed for the above

• attempt to contact members when there is a possible change of details (eg moved house, changed email) or when emails returned as undeliverable etc

• use every legal and reasonable means to achieve the above, eg text, phone call, post, social media

• promote email as our favoured method of communicating newsletter and rent reminders (to avoid cost of stamps and paper copies)

• promote subscription to our newsletter on WordPress

• advise on ways to streamline the above and improve efficiency