Grants Team Administrator

About the Role

We are looking for a Grants Team Administrator to join our Grants Team. Successful candidates will enjoy delivering strong administrative support to the wider team, knowing that their work is important to enabling our grant programme to reach young people and the staff and organisations who support them.

You will share our commitment to celebrating young people’s achievements and be committed to working flexibly and responsively in a charitable organisation. This is a new role, and therefore the work and responsibilities will grow alongside you. The Grants Team are in the process of improving how we work, and therefore as our Administrator, we will be looking to you to be part of the solution by sharing your ideas, suggestions and improvements.

The Grants Team Administrator will report to and provide support to the Head of Grants Team, as well as the Senior Grants Officer and our team of 4 Grants Officers. Your work will help us to find new organisations, carry out due diligence checks for new applications, review reports, improve our communications, and providing data insight for our schemes across all London and Essex. This role would suit someone who is highly organised, with strong attention to detail and enjoys working on a database.

The successful candidate will be someone who is keen to develop their administrative experience in a busy grant -making organisation and develop their skills in using a grant management database – we use Salesforce. If you are looking for a fast-paced and varied role, and are passionate about helping to make a difference in young people’s lives we want to hear from you!

We are seeking someone who is excited about this role and is happy working behind the scenes, managing queries, and delivering tasks for their colleagues, so in turn, the Grants Officers focus more of their time on reaching new organisations and young people.

We are a warm and supportive team, looking for someone who is interested in staying and growing with us, shaping the role and helping us to improve.

This is a desk-based role, with the majority of your work carried out in the office in Canary Wharf (initially fulltime in the office). However, as part of your induction and ongoing development, you will be invited to see our work ‘in action’ or to join occasional visits with your colleagues.

We will provide in-house training on our systems and database to the right candidate, so if you are able to bring enthusiasm and a willingness to learn to the role, we’d love to hear from you.

JPF has a strong commitment to maintaining our positive team culture, so as part of the team you will also take part in regular meetings, planning days, training days and whole-organisation events and meet colleagues from across the Foundation.

JPF is an Equal Opportunities Employer and we seek to build a team that reflects the diverse communities we serve. We particularly welcome applications from black and minority ethnic candidates as they are currently under-represented in our team.

The role is a permanent contract, following the completion of a successful three-month probationary period. We are ideally looking to recruit a full-time position, but may be able to explore part-time (0.8 / 0.9 FTE).

Purpose of Job
To provide administrative support to the Grants Team, Head of Grants and Senior Grants Officer to ensure the effective delivery of the Achievement Award scheme, and its associated grants, across London and Essex.

1 Main Areas of Responsibility 

• Support Grants Officers by carrying out an initial review of Achievement Award applications.
• Support Grants Officers in following up any applications missing relevant documents and to carry out due diligence checks.
• Assist Grants Team to identity organisations who may be eligible to join our scheme and assist with communication. Support Grants Officers to follow up any stalled, or lapsed, applications or grant reports.
• Support to Grants Officers in processing grant acceptance paperwork, including sending offer letters, actioning acceptances and scheduling payments.
• Support the Grants Team during busy periods by helping to manage calls and email enquiries from grantees, with potential to also help process and assess other small applications and grants.
• Support the Senior Grants Officer with basic application and report processing in their region, in order that they can provide team training and lead quality control.
• Organise and maintain the Grants Team online filing directory.
• Provide administrative support to the Grants Officer leading on our volunteering grants programme, Individual Grants for Volunteering. This will include checking applications for accuracy, eligibility and completeness and any other admin duties, as requested, to support the smooth progress of funding requests through the grant pipeline.

2 Administrative support to Head Of Grants

• Scheduling meetings, book rooms, coordinating agendas and managing minutes and actions for Grants Team meetings. Book and manage appointments for Coordinator training.
• On request, proofread external communications from the Head of Grants and the Grants Team to grantees or applicants prior to sending. Support with improving grants correspondence, amending published application guidance and updating the website and Community area with any approved changes.
• Liaise with the Operations Team to coordinate the accurate and timely production of spreadsheets of monthly grant recommendations for the Head of Grants and trustees
• Support the Head of Grants and Senior Grants Officer with grant integrity checks to ensure that grant records are up to date and the information accurate.
• Support the Head of Grants in running audit checks across our grants records, checking for documentation and gathering information from grantees, as requested by the Head of Grants.
• Support the Head of Grants in running monthly reports across our Salesforce database to capture information about numbers and types of organisations funded and beneficiary numbers.

3 Other Responsibilities

• To actively contribute to Grants and JPF Team meetings.
• Act at all times within JPF’s ethos and policies and implement JPF values in your day to day work.
• Undertake any other tasks/projects that may be agreed with the Head of Grants or Executive Team