YMCA DERBYSHIRE

JOB DESCRIPTION

Job Title / Development Officer Bid Writing and Evaluation
Salary / 23,000-25,000 (12 Months fixed term subject to review)
Hours / 35 Hours (May consider Job Share)
Section A / Job Purpose

To be responsible for producing successful tender proposals and other fundraising applications based on good research and in line with the business plan. Excellent communication required with colleagues across YMCA Derbyshire.

To support YMCA Derbyshire in demonstrating impact, value and significance of its achievements through contribution to monitoring, evaluation and impact reporting.

To respect and uphold the Aims and Purposes of the YMCA

Section B / Background to the post

This is a new post within an existing Development Team created to respond to new and exciting challenges arising from future business opportunities.

Section C / Responsible to

Title: Development Manager

Section D / Responsible for

None

Section E / Duties & Responsibilities
  1. To research potential funding/tender opportunities and collate evidence to support funding applications, utilising existing operational data and external sources/research.
  2. To build strong internal relationships to assist in the production of quality written tenders /bids utilising information from YMCA Management and the Development Team, leading to increased success in winning contracts.
  3. To project manage the completion of individual tender applications when appropriate, including:
  4. Maintaining an awareness of contracts due for tender and taking responsibility for acquiring pre-qualification questionnaires and tender documentation.
  5. Negotiating contributions from other specialists/researchers and allocating appropriate deadlines for completion.
  6. Collating the input of disparate contributions to create coherent and well-structured final tenders.
  7. Ensuring the timely submission of tenders and other proposals.
  8. Ensuring an effective handover of successful tenders/bids to the Operations Team, assisting with Monitoring and Evaluation as required.
  9. To be available through a flexible approach to support fundraisers, including contributing to grant application writing.
  10. To maintain a library of tender document templates to act as a reference point for other staff involved in the tendering process and to ensure a unified and consistent approach to proposals.
  11. To produce a range of research, monitoring and evaluation reports, suitable for a variety of internal and external audiences.
  12. To generate data in a format suitable for reports to donors or supporters, or for the production of funding applications and bids.
  13. To analyse the data generated by the monitoring and evaluation process, and present the information in a suitable format.

The responsibilities contained within this job description are subject to annual review and may need to be adjusted in line with service developments.

Section F / Functional links

External Stakeholders

Local Enterprise Partnerships

Government and Statutory Bodies

Local Government
YMCA England

Other YMCAs

YMCA Customers
Foyer Federation

Community Action

Universities
Other third sector partners

Internal Stakeholders

Development Team

Operations Department
Finance Department
Core Services

Governance

YMCA Derbyshire’s Operations Committee, Executive Committee and Board of Trustees

Section G / Any additional information

This post requires a full driving licence and use of own vehicle

Equality and Diversity

To work actively and positively promoting the Equality and Diversity policy of YMCA Derbyshire.

To advance the ideology of the equal value of all people.

Health and Safety

As far as is practicable you are responsible for adhering to the health and safety requirements and

shall not place yourself or any other member of staff or volunteer or any other person in danger whilst at work.

You should not interfere with or misuse any equipment provided for your use either contrary to any training you have received or any instructions given with the equipment in the interests of health and safety.

The employer shall not be liable for any loss or injury caused by any such interference or misuse.

No Smoking Policy

YMCA Derbyshire has a No Smoking Policy. The policy in accordance with current legislation includes a ban on smoking in designated areas, and all employees, residents, trainees and visitors are expected to abide by its contents

Approved By Line Manager: ………………………………………………………………

YMCA Derbyshire

CORE COMPETENCIES

Job Title: / Development Officer Bid Writing and Evaluation

YMCA Derbyshire has a Competency Framework which identifies the core behaviours the organisation wishes to develop and engender as part of the culture. The Competencies relevant to this role and the level of competence required are highlighted below. Essential competency requirements for this role are highlighted in the person specification and all applicants will be expected to evidence how they meet these through their application and supporting statement.

Customer Focus is about consulting with, listening to and understanding the needs of those our work impacts and using this knowledge to shape what we do and manage others’ expectations

Level 2 indicators of effective performance

  • Seeks to understand customer requirements, gathering extra information when needs are not clear.
  • Understands the differing needs of customers and makes adaptations accordingly
  • Checks customer is satisfied with service through feedback
  • Produces and implements ideas for improving service to customers

Team-working is about using interpersonal skills to work co-operatively and enthusiastically with others in own team and with a diverse range of people (internal/external) to share knowledge and skills to deliver shared goals.

Level 2 indicators of effective performance

Develops positive relationship with others

Understands what others need to know and keeps them informed

Fosters an environment where others feel respected

Identifies opportunities for joint working to minimise duplication

Encourages and supports other colleagues

Communicating and Influencing is about presenting information and ideas clearly and effectively to a diverse range of people ensuring the message is understood and negotiating and persuading to achieve the best possible outcome.

Level 2 indicators of effective performance

  • Communicates openly and inclusively with internal and external customers
  • Clearly articulates messages taking into consideration the target audience, adapting style and communication method accordingly
  • Presents a credible and positive image both internally and externally
  • Aware of impact of own behaviour and communication style on others

Planning & Organising is about thinking ahead, managing priorities and risk, and developing structured and efficient approaches to deliver work on time and to a high standard

Level 3 indicators of effective performance

  • Monitors allocation of resources, anticipating changing requirements that may impact on work delivery
  • Ensures milestones, checkpoints and quality controls are in place to measure outcomes
  • Constantly looks for improvements and encourages others to do so
  • Identifies potential risks and barriers to success and plans to overcome these

Managing & Developing Performance is about setting high standards for oneself and others, guiding, motivating and developing them to achieve high performance and meet the organisations’ objectives and statutory obligations

Level 2 indicators of effective performance

  • Seeks opportunities to develop professional skills and knowledge and encourages team to do so
  • Ensures own and others’ workloads are realistic and achievable
  • Provides staff with clear direction and objectives, ensuring they understand expectations
  • Recognises achievements and provides constructive feedback and guidance
  • Gives staff autonomy and confidence to perform well and to their potential

Decision Making is about forming sound, evidence based judgements, making choices, assessing risks to delivery and taking accountability for results

Level 2 indicators of effective performance

  • Makes decisions and stands by them
  • Takes decisions as necessary on the basis of the information available
  • Makes decisions without unnecessarily referring to others
  • Involves and consults internal and external stakeholders early in decisions that impact them
  • Identifies potential barriers to decision making and initiates action to move a situation forward

Responding to Pressure and Change is aboutbeing flexible and adapting positively, to sustain performance when the situation changes, workload increases and priorities shift.

Level 3 indicators of effective performance

  • Clarifies direction and adapts to changing priorities and uncertain times
  • Minimises the pressure of change, lessening the impact for the team
  • Uses change as an opportunity to improve ways of working, encouraging others’ buy-in
  • Keeps staff motivated and engaged during times of change, promoting the benefits
  • Takes ownership for communicating change initiatives clearly, ensuring smooth implementation

Strategic Thinking is about using an understanding of the bigger picture to uncover potential challenges and opportunities for the long term and turning these into a compelling vision for action

Level 2 Indicators of effective performance

  • Works with a view to the future, prioritising own and others’ work in line with the organisation’s objectives
  • Briefs and prepares team to accomplish goals and objectives
  • Communicates the organisation’s strategic priorities positively, encouraging buy-in
  • Balances own team’s needs with wider organisational needs
  • Identifies synergies between team priorities and other relevant agendas
  • Uses understanding of the organisation’s complex partnership arrangements to deliver effectively

YMCA Derbyshire

PERSON SPECIFICATION

Job Title: / Development Officer Bid Writing and Evaluation
Knowledge / Essential/
Desirable
Ability to communicate complex issues in writing in an accessible and
engaging manner, combined with comfort in having your written
communications edited by others / E
Ability to seek out information proactively from a variety of sources, including
written/online materials and knowledge held by busy senior staff, converting
this into accurate prose. / E
Ability to support fundraisers in their grant and trust applications. / D
Ability to organise your own time effectively, meeting deadlines while
showing good attention to detail and maintaining quality / E
Strong IT skills including Microsoft Word, Excel, Outlook and databases / E
Knowledge and experience in consolidating evidence of impact. / E
Knowledge of research and data analysis. / E
Experience
Experience of writing and delivering successful tenders, ideally in a social care or equivalent environment. / E
Evidence of establishing and developing effective relationships with a wide range of stakeholders to achieve common goals / E
Proven negotiation skills / D
Experience of establishing, designing and implementation of monitoring and evaluation systems. / D
Skills and Abilities
Passionate, driven and committed to succeed with experience of overcoming objections and obstacles / E
Clear thinker – able to prioritise and manage multiple projects / E
Excellent time management skills, evidence of accommodating demanding deadlines / E
Strategic thinker – able to balance the demands of competing stakeholders to deliver agreed objectives / D
Excellent verbal and written communication skills / E
Empathetic to the Christian values and aims of the YMCA Movement and Christian ethos of YMCA Derbyshire / E
Flexible regarding working hours and timing of annual leave to ensure that tender deadlines are met. / E
Ability to research and analyse information and present data in clear and engaging reports, findings and recommendations. / E
Qualifications
Educated to degree level or equivalent / E
Bid Writing qualification or equivalent training or experience / D
Evidence of continued professional development / D
Full driving licence and use of own vehicle / D

YMCA DERBYSHIRE

TERMS AND CONDITIONS

Job Title: / Development Officer Bid Writing and Evaluation
  1. Salary

£ £23,000 to £25,000 per annum

  1. Hours of work

35

  1. Leave entitlement

6 weeks (pro-rata) per year including Bank Holidays

  1. Sick pay provision

2 weeks (pro-rata) in a rolling 12 month period; following a 3 month qualifying period

  1. Pension entitlement

Auto enrolment to Peoples Pension

  1. Period of termination notice

One week during 6 month probation period thereafter one month

  1. Conditions of appointment

The appointment is subject to YMCA Derbyshire receiving two satisfactory

references, a Criminal Background check and a six month probationary period.