Creative Access
Database assistant

Database assistant

ExpiresExpires: 28/06/2024
IT and Digital Projects
Fixed term contract
£20,000 to £30,000 per year

Closing date for applications: 5pm, Friday 28th June 2024

Salary: £25,000 per annum (Full Time Equivalent), pro-rata if part-time

Contract: Fixed Term contract to 31 March 2026, (with the potential to extend) part time, three or three and a half days per week (22.5 or 26.5 hours per week).


Take your database experience to a leading music charity in this junior-level role.

This is an exciting new role, designed to support the organisation through administration of our grants database. The Database Assistant will maintain Symplectic Grant Tracker, a key organisational database, ensuring all data is accurate and meaningful. This database holds the application portal for organisations and is how the Grants & Learning Team manage and support funded partners with their grants. You will undertake regular database administration tasks, such as adding new users, updating forms, importing data and amending the database where required by the team.

You will play a key role in the organisation around GDPR and data protection, working alongside the Database Administrator with a focus on our Salesforce databases, to ensure consistency across both systems. You’ll be working within a team that advocates for evidence-led decision making and a sustainable data culture. 

You’ll be a member of the Communications & Marketing team, reporting into the Insights Manager. You’ll also be working closely with the Grants & Learning Team who are responsible for delivering our ambitious, nationwide grants programme and who currently support over 500 grassroots organisations and 18-25 year old creatives. This role will be responsible for ensuring that the correct information is stored effectively and is easily accessible, reportable and usable on Grant Tracker. The Database Assistant will assist us to demonstrate delivery against our Business Plan by programming our grants database to be the most effective at collecting and producing the data output needed by the team. 

This new role will be a reliable support for users across the organisation, providing helpful and friendly support.


About you

You will have experience with databases, excellent administration, communication and analytical skills, and a keen eye for detail. You will be highly organised, task-focussed and have a methodical approach to your work. In addition, you’ll be able to demonstrate good understanding of regulatory and compliance practices surrounding data protection. You will lead on with the review and writing of guidance and user support materials, enabling users to feel confident in their use of databases. 

You’ll enjoy liaising with colleagues and staff at all levels. You’ll be proactive, thriving in a busy environment with an ability to prioritise based on organisational need. You’ll have a collaborative approach, able to communicate to audiences with varying levels of technical expertise.

Your key data management and interpersonal skills will help us work towards our organisational outcomes; to equalise access and outcomes for children and young people, empower projects and professionals to survive and thrive, and inspire change amongst the creative ecosystem.

You will be interested in developing a career in data management, particularly in the creative sector and/or grant-making. This role will enable you to develop your technical skills while gaining a good understanding of how a grant-maker and creative industry-based organisation works, as data and data management cuts across all elements of our work. 


Key responsibilities

General administration duties

  • General administrative functions for Grant Tracker: user maintenance, updating records, importing data and amending the database.
  • Database administration for funding programmes: setting up funding rounds, building forms, testing and ensuring data integrity.
  • Create and maintain reports and dashboards for teams across the organisation, presenting data in a useful and efficient way.

User support

  • Provide training for new users and growing Grant Tracker skillsets across Youth Music with one-off and ongoing training, support the development of our ‘super-users’, maintaining relationships across the team and supporting them with their daily system requirements. 
  • Maintain user manuals and system documentation, building upon existing data management processes and user guides.
  • General bug-fixing and user support.

Database maintenance and integrity 

  • Performing database maintenance tasks, including diagnostic tests and ensuring data integrity.
  • Ability to find creative and innovative solutions to solve problems and improve efficiency.
  • Ensuring we comply with our own policies across all our databases with regards to GDPR legislation.
  • Managing the relationship with our technology partners by gathering detailed requests for improvements or changes to the system.


  • Carrying out all such additional duties as are reasonably commensurate with the role.
  • This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the post-holder will perform.


Knowledge, skills and experience


  • At least one year’s continuous experience working in a similar role.
  • Ability to work independently with own initiative on various ongoing projects.
  • Excellent attention to detail, with high levels of accuracy and consistency.
  • Good understanding of GDPR, and familiarity with approaches to ensuring data integrity.
  • Strong MS Office skills, including the ability to segment, analyse and manipulate data (Advanced Excel). 
  • Strong relationship-building skills with the ability to provide helpful and friendly support to database users during introductory and ongoing training.
  • Excellent project management skills and the ability to deliver high-quality work in a fast-paced environment. 
  • A fast learner, with willingness and commitment to develop further knowledge and qualifications on key systems (with support from Youth Music). 
  • Knowledge of and commitment to inclusion, diversity, equality and accessibility.


  • Experience in a charity, agency, youth or music organisation.
  • Knowledge of grant making.
  • Understanding of the music education and / or music industries landscape.
  • Passion for music and interest in its benefits for individuals and society.

We welcome and encourage applications from candidates who are under-represented in the creative industries.

Please make sure that you state in your application that you found this role via Creative Access.

Fields of study

  • Music

Level of experience

  • Junior

Salary range

  • £20,000 to £30,000 per year