Membership Data Officer

Who Are We?

Founded in 1962 by a small group of passionate young birders, Sussex Ornithological Society (SOS) has grown into one of the largest county bird clubs in Great Britain, with around 2,000 members today.

We are run entirely by volunteers and registered as a charity and are dedicated to celebrating, studying, and protecting the birds of Sussex.

The Role

Sussex Ornithological Society is seeking a volunteer Membership Database Officer to support the accurate reporting and management of membership information held in our MemberPress database. This role is ideal for someone with strong Microsoft Excel skills (eg Lookup formulae and Pivot Tables), is confident working with online data exports and has a clear understanding of GDPR and responsible data handling.The post holder will play a key part in ensuring that SOS maintains accurate membership records, produces reliable reports, and provides essential information to colleagues involved in membership administration, financial reporting and member communications.

Purpose of the Role:

• To extract, process and report on membership data from the MemberPress database.
• To generate accurate mailing lists, membership statistics and Gift Aid reports.
• To support the Membership Secretary, Treasurer and Newsletter Editor with timely and reliable data.
• To uphold SOS policy for all membership information being handled securely and in accordance with GDPR.
• To ensure data is clean for reporting efficiently and suggest changes where repeated consistency issues create problems.

Data Protection and Compliance:

• Handle all personal data in strict accordance with GDPR and SOS data protection policies.
• Ensure secure storage, transfer and deletion of membership data where appropriate.
• Maintain confidentiality and uphold the Society’s commitment to responsible data stewardship.

We anticipate that this role will occupy about 1-2 hours of time per month, depending on deadlines.

What skills do I need?

The following list of skills and experience is required from this role. The successful applicant will need to have demonstrated previous experience in confidently handling large datasets.

Essential: 

• Strong proficiency in Microsoft Excel, including PivotTables and Lookup functions.
• Confidence downloading and importing data from online databases.
• Ability to produce accurate reports and mailing lists.
• Understanding of GDPR and secure data handling practices.
• Good organisational skills and attention to detail.
• Ability to work independently and communicate clearly with colleagues.

Desirable:

• Experience with MemberPress or other membership database systems.