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Job Title:
Applications Administrator, The Kew Foundation
Royal Botanic Gardens, Kew in South West London
Reports to:
Associate Director of IT & CRM, The Kew Foundation
Principle Working Relationships:
Kew Foundation
AD of IT & CRM, Director of Operations, Operations Team (Research; Events; Finance), Major Giving,
Individual Giving.
Royal Botanic Gardens, Kew
Kew IT, CRM Team,
Suppliers / contractors – i.e software providers for CRM and Finance systems.
1. Purpose
This is a senior post responsible for administering all IT applications within the Kew Foundation. You will work
closely with people across the Foundation to ensure operational delivery of all Foundation systems and
database applications. This should include identifying and managing IT risks to the business. It should also
identify appropriate or alternative systems required in terms of relevance and functionality. This position is
expected to be good at managing relationships (internal and external), whilst also getting the job done.
Relationship management is therefore, essential to this role.
You will ensure a coordinated approach for the development and administration of the Foundation CRM
fundraising database and have a good experience of working with ThankQ, Great Plains or other prominent
non profit CRM systems. You will help train others (both in the Foundation and in Kew) how to use the CRM
system. You will be expected to liaise regularly with Kew IT and other parts of Kew to ensure smooth
integration and interpretation of data between different CRM platforms.
You will also be responsible for overseeing other Foundation databases (such as Dynamics GP 2010,
Bottomline) – in terms of relevance and functionality to support the business, whilst also ensuring up-to-date
maintenance and integration of all software applications.
2. Key Responsibilities
You will be a dynamic IT professional with excellent communication skills, coupled with a track record of
strong IT operational delivery. You will be responsible for guaranteeing the highest standards of
professionalism and quality in order to secure the support to realise Kew’s vision.
This post will be responsible for liaising with all database users, members of any super-user or steering
groups from across the Foundation and with all parts of the Kew Foundation and wider Kew IT; on behalf of
Kew Foundation it will liaise with external system suppliers.
You will report directly to the Associate Director of IT & CRM of the Kew Foundation.
Deliver Quality IT & CRM Support
a. To fully understand the business and fundraising needs of the Foundation in order to
recommend develop, deliver and implement improvements across the Foundation;
b. To be pro-active in understanding the operational needs of the business;
c. To identify and projects / upgrades of existing systems, including software and technical
d. Responsible for overseeing day to day database management. In particular - for data
integrity on the fundraising (ThankQ) and accounting (Dynamics) databases.
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e. To be responsible for providing troubleshooting of ‘day to day’ problems for all users and
ensure that any associated learning needs are identified and addressed appropriately.
f. Ensure that procedures and protocols are developed in conjunction with the appropriate
data owners and to monitor and enhance data quality and accuracy.
g. To lead the fundraising (and other as may be needed) systems steering group, increase users’
knowledge and ownership of the fundraising database in order to ensure that it functions
effectively in support of the agreed fundraising strategy.
Data Quality & Control
a. Maintain data integrity and standards, including compliance with the Data Protection Act.
b. Ensure the Foundation adheres to all relevant Kew and Foundation IT & data policies.
Budget Management
a. Set budget for the Kew Foundation’s IT applications and necessary support in a timely
manner for the AD of IT & RM and manage six monthly forecast;
b. Ensure IT expenditure against budget provision is properly monitored;
Supplier Management
a. Build strong relationships with all IT suppliers, also developing relationships with potential
suppliers for possible future use;
b. Identify and develop IT related partnerships in support of the IT team.
a. Keep abreast of developments, changes and best practice, applying updated knowledge to
current work and sharing information with colleagues;
b. Undertake any other duties which may arise from time to time, commensurate with the
scope of the post and within the capabilities of the post holder.
Other information
This position may require visits to Wakehurst Place, our country garden in West Sussex. There may be the
need to work occasional evening and weekends.
3. Person Specification
Experience and Knowledge
 Educated to degree level.
 In depth knowledge of CRM databases in practice & in theory.
 In depth knowledge of Great Plains/Dynamics or similar.
 In depth knowledge of Outlook, Access & Excel Office applications.
 Excellent understanding of IT infrastructure and web technology.
 Excellent working knowledge & use of SQL.
 Excellent report & query writing experience.
 Good experience of supporting and administering a fundraising database with multi-user interfaces.
 Experience of implementing IT projects from inception to successful completion.
 Ability to influence others assertively to achieve results to the agreed time, quality & cost.
 Experience of developing and managing positive working relationships at all.
 Experience of managing a diverse workload and managing resources effectively.
 Experience of working in a fundraising organisation or non profit sector.
 Experience of working with business intelligence systems.
 Experience of training users.
 Experience of business process engineering.
 Basic understanding of accounting processes.
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Skills and abilities
 Exceptional interpersonal and communication skills, verbal and written.
 Highly organised, able to manage conflicting priorities and multi-tasking.
 Excellent attention to detail.
 Excellent time management skills.
 Ability to work calmly under pressure and to high standards.
 Inventiveness and adaptability to solve problems as they occur.
 Good objective decision making, especially in areas of uncertainty or where risks are great.
 High degree of personal initiative with an enthusiastic and positive approach.
 Able to work as a team player.
 Ability to create an inclusive working environment and atmosphere.
 Adaptable and willing to make changes to develop the success of IT.
 Active interest, passion and drive for exemplary database management.
 High energy levels, initiative and drive.
 Confident and mature approach able to put others at ease.
 Determined, professional, friendly and resourceful.
 Enjoys ‘making things happen’ with a ‘can-do’ attitude.
 Persistent and resilient.
 Interest in Kew’s core activities and ethos.
4. Terms
Salary: £43k
The package includes:
 Non-contributory Group Personal Pension Plan. The Foundation will contribute 6% of salary.
 Annual leave entitlement of 25 days rising to a maximum of 30 days after 5 years.
 Season ticket loan for public transportation.
 Free entry to most London museums.
 Notice period: Three months.
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