Grants and SPF Administrator

Grants and SPF Administrator

Salary                         £27,000 - £28,080 per annum ( subject to skills and experience)

Hours of work            37.5 hours a week over five days

Base                           Hybrid working for the foreseeable future with regular attendance to the office at least 2 days a week.

The grants and spf administrator will report to the grants manager.

Job Purpose

This is a varied role supporting the team by providing administrative support.

The role sits within the grants team and a significant part of the role involves working closely with the charity’s finance team processing payment claims from grants and special purpose funds (SPFs). This will involve daily use of the charity’s financ system ‘Access’ for data entry, coding of invoices and first line approvals for expenditure. No previous knowledge of Access is needed, (you will be trained on the system). You will be the first point of contact for the RFL and University College London (UCL) colleagues that are making the submissions for the claims.

You will provide grants management admin support which will include liaising with applicants on the status of their applications and admin support at the panel review meeting.   Your role will include day-to-day administrative tasks relating to grant management and processing.

The broad remit of this role offers an exciting opportunity to sit within the grants team and see the difference the funding from our generous donors can make to staff and patients.

Objectives

• Process payment claims from grants and SPFs being the first point of contact for the RFL and UCL colleagues that are making submissions for the claims
• Support the monitoring of SPFs, providing spend and balance statements to signatories of each fund
• Process grant applications and keep applicants up to date on the state of their application; logging new grant applications on the grant log, Identifying any missing information or paperwork 
• Manage the SPF and grants email inboxes providing a timely response to enquiries
• To provide data/information required for reporting and meeting papers.
• General administration to support the smooth running of the grants and SPF directorate

Key Relationships

• Finance and Fundraising teams
• Grant holders and SPF signatories (RFL and UCL staff)

RFL and UCL finance offices

Person Specification

Qualifications

·         CSE/GCSE in Maths and English or equivalent (Essential)

·         Educated to A level or equivalent (Essential)

·         Educated to degree level (Desirable)

Experience

·         The ability to act on your own initiative and provide recommendations (Essential)

·         Collaborative working in a team (Essential)

·         Engaging with a wide range of stakeholders (Essential)

·         Customer service experience (Essential)

·         Experience of using a data base for information management and processing (Desirable)

·         Experience of processing invoices and receipts (Desirable)

·         Working with administrative systems and processes (Desirable)

·         Experience of providing administrative support for committee and team meetings (Desirable)

·         An understanding of grant management (Desirable)

·         Experience of working in the charity sector (Desirable)

Skills & Knowledge

·         Excellent attention to detail (Essential)

·         Strong IT skills, notably MS Office (Essential)

·         Prioritise and manage own workload (Essential)

·         Problem solving (Essential)

·         To be self-confident and willing to take responsibility (Essential)

·         Knowledge of the general requirements for providing supporting documentation as evidence of expenditure               (Desirable)

·         Use of finance systems (Desirable)

Communication

·         Excellent communication skills both verbally and written (Essential)

·         Excellent interpersonal skills with the ability to establish good working relationships with RFL and UCL staff, internal     and external stakeholders (Essential)

·         The ability to: empathise and support staff positively and build supportive and trusting relationships.

Other Requirements – We expect you to: -

·         Take time for personal development, contributing learning and ideas to the wider team.

·         To work to tight deadlines and deliver results

·         To have a positive professional work attitude

·         Be highly motivated and able to take the initiative

·         Have a strong affinity with the NHS and philanthropic values

·         Support your team and your other colleagues

·         Attend meetings and training as required

·         Be flexible and respond to the needs of the charity

·         Attend supervision on a regular basis with the line manager

·         To treat everyone equally, regardless of sex, age, disability, gender reassignment, race,

ethnicity, religion or belief, sexual orientation, or any other protected characteristic

·         Read and adhere to the charity policies, including the dress code, and all relevant

legislation and ensure that any team members who report to you do the same

·         Work toward the charity’s vision and mission, and act in line with its values of dedication, innovation, partnership, energy, and respect.

·         To undertake any additional relevant duties as required

This job description is not exhaustive, and the role will include other tasks and responsibilities commensurate with the post and subject to change to meet legislative requirements.

Grants Department:

• Works strategically with the RFL to align funding with objectives and priority areas. The department allocates grant funding to RFL and UCL through its grant programmes. Furthermore, we oversee expenditure from SPFs (designated pots of money given for a specific purpose)
• Is responsible for overseeing the charity’s grant funding programmes and SPFs ensuring they adhere to high governance standards, monitoring the progress and impact of the projects we fund.

Organisation

The Royal Free Charity stands at the threshold of its most important period of development.

Our vision is for everyone served by the Royal Free London NHS Foundation Trust (RFL) to have access to world-leading healthcare, delivered by a thriving workforce, and driven by medical research that has a global impact. We support the 10,000 staff of the RFL and their 1.6 million patients across Barnet, Chase Farm and Royal Free hospitals and more than 30 NHS services.

Through the services we provide, and the programmes and equipment we fund, we make a profound and immediate difference to patients’ experiences of care.

Benefits:

Core benefits

·         25 days of paid holiday, plus three-day office closure rest period between Christmas and New Year, and UK bank holidays. This increases to 30 days leave after five completed years of continuous employment (all leave is pro rata for part time employees).

·         A contributory pension scheme, where we match your 4% contribution towards your pension. If you choose to increase your payments into your pension scheme, we’ll match your contribution up to 9%.

·         A sick pay package that offers one month’s full pay and one month’s half pay in any 12-month period if you’ve been with us for less than two years. This rises to two months’ full pay and two months’ half pay in any 12-month period after two years of continuous employment.

·         Occupational maternity pay and paternity pay packages that provide more generous support than statutory pay alone.

·         A flexible working policy to support our employees’ work/life balance.

Support for your financial wellbeing

As a member of the Royal Free family, you’ll be entitled to benefit from:

·         Expert financial advice from our financial partner, the London Credit Union

·         Savings on purchases with the Blue Light Card

·         Our Death in Service benefit

Support for your health and wellbeing

·         Subsidised gym, pool and classes at our Rec Club in Hampstead

·         Secure bicycle parking and shower facilities at our Hampstead site

·         Fortnightly guided meditation

·         Free massage therapy from our complementary therapy team

·         Menopause peer support group

·         Employee Assistance Programme offering 24-hour access to free confidential advice and support on work and personal issues.