Database and Income Processing Manager

Job Title:               Database and Income Processing Manager

Reporting To:       Head of Philanthropy & Special Events

Salary:                   £40,000 - £45,000 Per Annum

Contract type:    Permanent, fulltime, Hybrid

Location: Hybrid - At times travel across Felix’s sites in London (Deptford, Enfield, Poplar, Park Royal, Deptford and Canary Wharf. 

About The Felix Project
The Felix Project is London’s largest food redistribution charity. Started in 2016, its vision is a London where good food is never wasted, and no one goes hungry. In 2024 our workforce of over 200 staff and 13,000 volunteers collected and distributed the equivalent of 38 million meals to Londoners in need. This is done through a network of 1,200 community organisations and schools who are working on the frontline to feed people who are experiencing hunger and cannot afford to regularly buy the food they need. The Felix Project works with hundreds of suppliers from across the food industry, including supermarkets, wholesalers, farms and restaurants to rescue high quality surplus food, that cannot be sold and would otherwise go to waste. 

In London, one in for working families regularly struggle to afford to feed their children, equating to an estimated 325,000 families across the capital. The cost of food has increased by 30% in the past three years and one in eight working families have less than £3 a day for food, after paying their bills. About 20% of working families have been forced to access a food support service for the first time during 2024 due to the rising cost of living. 

Our work has never been more needed, and demand continues to grow: we are building our expertise and impact in response. The Felix Project now operates from four main depots in North, South, East, and West London, with ‘point-to-point’ projects in Central London and Canary Wharf. Felix’s Kitchen in our East London depot produces up to 5,000 meals per day from surplus food. Felix’s Multibank in West London distributes non-food items to those who need it most. As part of the charity’s involvement with The Coronation Food Project, we are launching an innovative food processing lab – The Felix Food Factory. 

About the role 

This is a new and vital role which sits within the Income Generation & Marketing (IGM) team.  The successful postholder will be required to build excellent working relationships with colleagues in both finance and IT. 

The IGM team is in a period of growth, aiming to be 30 strong by the end of 2025. Our goal is to drive increased revenue to £18.5m over the next year with a target of £21M by 2029. Data insight and management will be a fundamental enabler of the strategy.  

We require this postholder to share our ambition; to have experience of a charity going through rapid growth. You will lead on opportunities to refine and reset the use of our database (Microsoft Dynamics) and streamline income processes to optimise supporter relationship management and financial performance.  

Your work will be extremely varied from auditing the use of our database by teams, recommending how we might deploy off the shelf new functionality, maintaining data integrity, ensuring data compliance in everything we do, to daily income processing tasks including recommending how we might use the latest API options to improve our existing processes. We are looking for a seasoned database and income processing manager; someone who will thrive as a single point of contact on behalf of fundraising. 

Duties and Responsibilities 

CRM 

Become the expert product owner of the Income Generation CRM (Microsoft Dynamics) and work with the income generation and marketing team, IT team, and others to ensure that data is stored securely, maintained appropriately (including running regular data cleansing), and can be analysed. This database is shared across the organisation, so the postholder will be comfortable working with colleagues on decisions impacting the whole CRM. 

Audit how we currently use MSD creating a gap analysis and work with IT Systems Engineers to scope out potential functionality upgrades.  

Work with IGM, MSD and other charity users to understand how Felix can optimise the CRM’s use.  

Systems Integration 

Be part of a system improvement team looking at automation, process improvements and system integrations (e.g. CRM/Business Central/the charity donate platform Donor Box and third-party income generation platforms like Just Giving) 

Income Processing  

Work with the Financial Accountant to ensure that income is uploaded and correctly coded to Microsoft Dynamics. Understand the setup, data capture and data validity of online income providers used by The Felix Project. Process donations from multiple income streams into CRM and work with Finance Team colleagues to ensure a smooth income reconciliation process. Manage relationships with third party income generation platform operators.  

Help The Felix Project to maximise return from the Gift Aid scheme by ensuring declarations are added correctly and updated where necessary. 

Business Intelligence and Usability 

Become a super user of both Microsoft Dynamics and Microsoft Fabric (PowerBi) within the IGM team to support reporting across the team  

Lead audit of how IGM team is using database and data visualisation tools, ensure full training on currently available product. 

Create and publish a suite of KPI reporting for SMT.   

Key Skills 

Essential 

• Experience of fundraising or sales databases  
• Experience working with database users and systems administrators to develop database functionality  
• Experience of transaction processing from sources such as Just Giving, CAF, bank transfers, and online payment providers 
• Working understanding of the gift aid scheme 
• Working understanding of the GDPR compliance.

Desirable 

• Experience of Microsoft Dynamics and PowerBi or any data visualisation software 
• Experience of automation of processes between online payment providers and CRM 
• Experience of training, or a willingness to train, staff to use databases and data visualisation tools 
• Project management experience 
• Be able to maintain and map out the processes associated with fundraising 
• Used to maintaining data entity maps. 

Application procedure
Please apply via this recruitment portal. 

Please upload your CV and a covering letter outlining your suitability for the role (and make sure that they’re both uploaded before submitting your application).

After you have submitted your application, you have 24 hours in which you can access you application and make edits. We suggest that you complete one last proof-read after submission and double check that your CV etc. uploaded correctly.

Recruitment timeline

Updated Closing date: 30th January 2025 

We are interviewing suitable applicants as and when they apply. We encourage early applications.

The Felix Project can only employ applicants who currently have the right to work in the UK.