Data Management Administrator

• Data Management

• Be aware of Data Protection Policies as they pertain to databases and Integration with forms.

• Design and implement databases that are secure and reliable.

• Integrate databases with other systems to ensure seamless data flow.
• Ensure users have secure and easy access to necessary access permissions.
• Data Capture for Events (Assemblies, Conventions, Workshops)

• Develop procedures for capturing attendee and service volunteer data.

• Ensure data is accurately collected and stored.

• Ensure data collection and storage comply with organizational access policies.

• One to two hours a week on average with intense periods around Assemblies and Convention.

Note the databases we currently use are: Service volunteers, committees, assemblies, convention, workshop, step studies, interpreters. We can supply an example on request.

Drive Administration

• Manage Google Admin Console.
• Manage access permissions of users as directed by the Data Coordinator and ensure files held in Google Drive are organised and accessible.               
• Implement and manage security measures for Google Drive and other cloud platforms to ensure GDPR compliance liaising with the Data Coordinator.

Email Areas:    

• Ensure email services are running smoothly.
• Train users on email usage, features and best practices. (see policy)
• Serve as backup for administration of emails (see duties in job description Google Admin Assistant).

Distribution Lists

• Manage distribution lists with automated set up for committees.

Password management

• Manage applications that store and protect passwords.

Data Compliance

• Manage data processing agreements to align with GDPR requirements.
• Conduct regular audits to monitor GDPR compliance and data processing activities.
• Maintain accurate records for compliance purposes.
• Utilise Google’s additional security features to enhance GDPR readiness.
• Monitor and manage third-party sub processors to ensure GDPR compliance.

WhatsApp Management

• Create WhatsApp groups for various teams and projects.
• Set Up and Delete Groups as Needed (see policy document).
• Remove groups that are no longer needed, ensuring data is backed up if necessary.
• Manage and help populate the WhatsApp groups for the convention (around 90 groups).
• Training committee chairs (or other WhatsApp group admins).
• Audit long running groups (for privacy policy compliance).

Note: The Virtual Regions policy is that all WhatsApp group members have signed the Privacy Policy agreement.

Set Up and Maintain Email accounts as directed by the Data Coordinator            

Create email accounts for new users.

Delete or Reassign existing email accounts.

Delete inactive email accounts.

Assist users in the initial set up of their email account.