Job Description – Grants Officer
The Forces in Mind Trust (FiMT) was established in 2011 with a £35 million endowment from the Big Lottery Fund to spend over a 20-year period on providing UK-wide support and advocacy for ex-Service personnel and their families to make a successful transition back to civilian life. The Trust awards grants and commissions research to generate an evidence base to influence and underpin policy makers and service deliverers. The Trust has recently increased its full-time establishment to a total of 7, and is now seeking to recruit a flexible and experienced Grants Officer with strong analytical, communication and inter-personal skills.
Job Details
Job Title: FiMT Grants Officer
Location: Victoria, London
Status: Full time 37.5 hrs generally Monday - Friday 0900 - 1700
Salary: £29,000 - £31,000 per annum
Benefits: Group pension plan, interest-free season ticket loan, individual training budget
Holiday: 30 working days plus Public/Bank holidays
Reporting to: Grants Manager (GM)
Overall Purpose
The Grants Officer (GO) is responsible for assisting FiMT’s Grants Manager with delivering every aspect of the Trust’s grants programme.
Role overview
· The Grants Officer (GO) reports to the Grants Manager (GM) and is responsible for the effective and efficient execution of the Grants and Commissioning Plan (GCP), from initial application through to project conclusion.
· Working in conjunction with other members of the Executive Team, as well as the Financial Controller, the GO shares the responsibility for conducting all aspects of Trust operations, and working with the Armed Forces Charities sector and other organisations, to ensure that the Trust is fulfilling its charitable objects, following the Board’s strategy, and executing the Grants and Commissions Plan (GCP).
· The GO is the lead operator of the Trust’s CRM system
· The main effort of GO is to support the GM in every aspect of grants management within the GCP, in accordance with the GCP and associated subordinate plans (eg budget and Change Model).
Role responsibilities:
· Maintain CRM records related to grant applicants and awarded projects.
· Engage in associated activities which may occur both pre- and post-award including providing advice, liaising and negotiating with independent grant advisers and applicants/grantees on any aspects of their applications.
· Assist in making arrangements for meetings including preparing meeting rooms and refreshments, issuing papers, and taking minutes where necessary.
· Support the Grants and Commissioning Committee Meetings including recording the minutes, and agreeing these with the CE and Chair of the Committee.
· Provide admin support to the GM as required, including responsibility for accepting initial applications, and grant payment administration.
· Assist in the preparation and compilation of reports and statistics.
· Work with the Policy, Impact and Evaluation team to assist with the overall evaluation and impact of each funded project.
· Support and input into the development and delivery of policies relating to Grants within the GCP.
· Liaise with external organizations nominated by the GM and CE.
· Support the CE in his role as Secretary to the Grants and Commissioning Committee.
· Work with other members of the Executive Team as required.
· Represent the Trust externally as required.
· Address issues and opportunities facing FiMT that could impact on performance and/or reputation, and identify potential conflicts in the delivery of the GCP.
· Conduct specific activities within GO’s area as directed by the GM.
Specific responsibilities:
Initial applications for all funding streams and some commissions:
· Monitor and manage the applications@ Inbox, including responding to emails.
· Log applications onto the CRM system.
· Save soft copies to the server.
· Print hard copies, and complete cover sheet as appropriate.
· Support the Executive Assistant in maintaining the archive and record system.
· Contribute to revision of information on the ‘How to Apply’ webpages.
Full application – non-Mental Health funding stream:
· Log application on CRM system and check organisation and contact details are correct.
· Ensure hard copy application has been completed correctly, and that copies of all supporting documents are received.
Monitoring:
· Responsibility for maintain the monitoring overview timetable, checking relevant dates with grantees to keep an up-to-date log.
· Send out End of Year and End of Grant reports as required and follow up on submission.
· Initiate monthly grant payments for Executive Team to check and CE to approve; send out payment documentation as required via CRM/email.
· Contribute to review of monitoring documentation, including forms and the creation of new helpnotes.
· Input into monthly Monitoring and Evaluation table as required.
General responsibilities as a member of the Executive Team
· Contribute to the development and execution of FiMT’s Strategy, the GCP, and any Influence strategy/plans (including Press releases) that are produced.
· Operate within the annual budget according to the financial plan and produce the required reports to inform the management accounts.
· Provide advice, support and guidance to the Board and Committees.
· Conduct specific activities outwith the GM area as directed by the CE.
Occasional travel, site visits and overnight stays may be necessary.
Skills and Knowledge
[Guidance to applicants: when completing your application, you must demonstrate, fully but concisely, how you meet the criteria listed below:]
· Essential:
o Experience in a grant funding role, and an understanding of the issues involved in the distribution of grants.
o Demonstrable experience of administrative work.
o Able to work without supervision, and to work under pressure to meet right deadlines.
o An organized approach to work, with a high level of accuracy and attention to detail.
o Able to manage a diverse workload, including prioritising tasks, and delivering work to agreed deadlines.
o Excellent ability to take the initiative.
o Excellent communication skills, both verbal and written, together with a courteous, flexible and helpful manner with people at all levels.
o Strong IT stills, with a working knowledge of Microsoft Office (Word, Excel, Outlook, and PowerPoint).
o Able to produce numerically accurate work.
o Excellent inter-personal skills.
o A good team member, able to work for more than one member of the Executive Team if required.
o Willing and capable learner.
· Desirable:
o Experience of minute taking.
o Experience of using Microsoft Dynamics CRM system.
o A respect for the UK Armed Forces and an appreciation of their particular characteristics.
o An understanding of and empathy with the work of the Service Charities.
Personal Attributes
· Integrity
· Intellect
· Determination
· Flexibility
· Sound work ethic
· Cultural and inter-personal awareness and sensitivity
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