The post holder will work closely with the Grants Operations and Evaluation Manager to ensure the efficient operation of the team's grant making processes on a day to day basis. This will entail working closely with the Grants Operations and Evaluation Manager to process grant applications and supporting the wider team with proactive administrative and operational support. You will also be tasked with coordinating events, producing reports and providing some PA support to senior members of the Team.
Grants Operations duties
- Act as the first point of contact for external enquiries and communications to the department, providing information and guidance on the application process, and if an enquirer is not eligible, signpost to other funders and organisations, where possible.
- Log and process grant applications, ensuring all required information is received, following up on outstanding information and ensuring that applicant and grantee information is accurately recorded.
- Provide high quality administration throughout the whole grants cycle, including: uploading incoming correspondence from grantees, ensuring that grantee records on Blackbaud Grantmaking are up to date and entering bank details for payment processing.
- Update Blackbaud Grantmaking following Committee meetings and generate the relevant correspondence.
- Create reports from the database as required, prepare data for presentations and carry out data analysis.
- Contribute to the development and upkeep of the database, working with the team to ensure that the database is maximised.
- Coordinate quarterly budget updates from the Finance Team.
- Lead on the organisation of the Philanthropy Team events (such as seminars, conferences, lectures and the Company's annual Clergy Day) to include drafting and agreeing a project plan for each event, scheduling, arranging venues and catering, issuing invitations, liaising with speakers, making travel arrangements, managing bookings/attendance, preparing resources, and welcoming attendees.
- Schedule internal and external meetings including booking rooms and arranging catering through the online room booking system (Salesforce), ensuring it is continuously maintained; organising travel and accommodation for team or Committee members as appropriate for external events; taking minutes; managing agendas and actions from meetings.
- Coordinate and draft on behalf of the team, internal monthly management information and routine information for the Head of Philanthropy's updates for key internal stakeholders.
- Working with the Team, ensure that the Website content is up to date and accurate and that the Company's Philanthropic Programmes are accurately represented on funder's networks and external directories as appropriate.
- Working closely with the Corporate Communications Officer, co-ordinate the data required for the Annual Review ensuring content is accurate and received within deadline.
- Be fully conversant with the company's Data Protection and retention policies and implement them effectively. With colleagues, establish and maintain effective information and record-keeping systems and take responsibility for ensuring documents are stored accurately and in an agreed, accessible and timely manner.
- Deal with telephone enquires in a professional manner, redirecting or taking messages as appropriate and using initiative to deal with queries.
- Previous experience as an office or team administrator.
- Previous experience of managing events.
- Proven IT skills - expert user of full Microsoft Office suite and experience of working with databases/CRM, preferably Blackbaud Grantmaking or similar.
- Financially literate.
- Articulate, with excellent written and verbal communication skills, and the ability to communicate with confidence, tact and clarity with a range of individuals and groups in a variety of settings, including phone, face to face and email.
- Ability to draft and present information clearly, accurately and appropriately in a variety of formats.
- Data literate with the ability to undertake data analysis.
- Ability to undertake research projects and produce reports as appropriate.
- High customer service skills and ability to empathise with applicants' and grantees' concerns and respond to queries in a sensitive and timely manner.
- Highly organised with an ability to prioritise and work to a range of programmes.
- Meticulous accuracy and attention to detail.
- Adaptable, versatile and proactive.
- Self-starter with an ability to work independently, flexibly and to tight deadlines.
- Able to use initiative to progress projects, whilst understanding the need to check and consult where appropriate.
- A team player with a positive attitude to work and a willingness to support colleagues.
- Interest, curiosity and enthusiasm about the philanthropic work of the company.
EQUAL OPPORTUNITIES Morgan Spencer Recruitment is committed to equal opportunities and actively seeks applications from all sectors of the community irrespective of gender, race, colour, nationality, ethnic or national origin, disability, marital status, sexual orientation, having responsibility for dependents, age, religion/beliefs, or any other reason which cannot be shown to be justified.
CONFIDENTIALITY: All applications are dealt with in strictest confidence and will be processed in accordance with the Data Protection Act 1998