About the role
Lead areas of responsibility:
Applications, grant management, monitoring and learning
- Respond to initial enquiries by email and phone from applicants and attend preapplication meetings with other team members, or independently, as required.
- Support the first stage application process, by screening applications against guidelines with the Grants Manager, checking details in the grants database, and administer the acknowledgement process, including dealing with requests for feedback and seeking missing information from applications where necessary.
- Assist with the administration of the second stage of the application process, ensuring all information is submitted, arranging assessment visits to applicants and resolving queries that arise.
- Act as point of contact for grant holders, including ensuring progress reports and final reports are received and payments are made to the agreed deadlines.
- Provide support, as the named point of contact, to up to 30 live grant-holders, and process and respond to their progress and final reports as they are received.
- Contribute to and support the review and development of the Foundation’s grantmaking processes, including involvement in special projects or the delivery of events relating to applicants and grant-holders as required.
- Work closely with the Grants Manager and Senior Grants Manager to support them in fulfilling their duties, as needed, as well as considering jointly the ways in which to improve the Foundation’s grantmaking.
Process
- Manage and maintain the grants database to ensure timely and effective tracking of applications and grants.
- Keep systems and processes under review to improve practice, including the ‘live’ grantmaking process document that is in place.
- Analyse data, including the creation and production of management reports.
- Support the maintenance and development of the grants database, including its administration and development.
- Assist with the preparation of grants papers for Board meetings and other grants-related meetings.
- Provide administrative support as needed to the Senior Grants Manager and Grants Manager, including filing and arranging recurring internal meetings.
Administration and cover
- Work closely with and provide regular cover for other staff as required. The most frequent support needs are likely to be:
- Assisting with the preparation and managing the collation and distribution of papers for the Board and other Committees as needed.
- Proofreading documents as required.
- Reception duties and ensuring the smooth day to day running of the office.
- Liaise with other colleagues in relation to absence from the office, such as lunch breaks and arranging annual leave, to ensure that office cover is maintained as needed.
Shared areas of responsibility:
Reception
- Act as key point of contact for callers in person and on the telephone.
- Provide hospitality and facilitate meetings, including setting up the boardroom and refreshments.
- Act as contact point for others using the office and assist with convening events generally.
- Act as first contact point for Trustees on grantmaking matters.
General support
- Assist with the planning and arrangements of Trustee and staff events.
- Undertake any other duties in support of the Foundation’s business as may be reasonably required.
How to apply
For the recruitment pack please click here
To apply, please email your CV and a supporting statement, both of which should be no more than two sides of A4, to recruitment@ellerman.org.uk by 5pm on 30 August. In your supporting statement, please explain why you are interested in the role and provide evidence of your suitability against the criteria outlined in the Job Description and Person Specification.
We also require the names, positions, organisations and telephone contact numbers of two referees, relevant to this role. References will only be taken once your express permission has been granted. Finally, please flag any dates when you will not be available or might have difficulty with the recruitment timetable.
If you have any queries about the role or the application process, please contact the Foundation’s Director, Sufina Ahmad MBE, on sufina@ellerman.org.uk. You can also look at our website for more information about our work: https://ellerman.org.uk
We value diversity, equity and inclusion (DEI) within our staff team and welcome applications from everyone. You can find out more about our approach to DEI in our DEI Policy available on our website here. If you have any access requirements that need to be considered in order to support your application to us, then please contact our Director, Sufina Ahmad MBE on sufina@ellerman.org.uk to discuss these further.
If you would like to submit an application as a job share, then we ask that you and the person you intend to share the role with submit your CVs and your separate supporting statements in one email to the recruitment inbox.