Title: Grants AdministratorBand:6

1. Purpose:-

The Wates Family Charities Secretariat manages the day to day running of two grant making charities; Wates Family Enterprise Trust (WFET) and The Wates Foundation (WF). Collectively the two charities distribute£1.4million in grants annually.
The Secretariat is seeking a Grants Administrator to join a small team to
provide comprehensive administrative support service to the Director, Grants Manager, Trustees and members of the Wates Families.
The Grants Administrator will typically be involved in all aspects of the grant life cycle; handling enquires, processing applications and assisting with reporting. This is a varied and exciting role that will appeal to someone who enjoys working with a wide range of stakeholders and being involved in project work.
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  1. Position Typically Reports To:-

Grants Manager

3. Main responsibilities: (day to day activities that you need to deliver above)

  • Provide administrative support to the Grants Manager and Director in all aspects of the Secretariat's grant-making activities.
  • Adviser to and liaison with the Trustees and members of the Wates Families as required.
  • A point of contact on behalf of the two charities, The Wates Group, the voluntary sector in general whether as applicants or not, the media and the public.
Grant Administration
In conjunction with the Grants Manager, process all applications made to the two Charities in a timely manner. This includes the following responsibilities:
  • Assist the Grants Manager with the assessment, evaluation and processing in a timely manner of all funding applications made to the two Charities.
  • Arrange, undertake and report upon visits in support of applications and grants in conjunction with Wates Family members and representatives of Wates Group as necessary.
  • In support of the Grants Manager, monitor the progress of grant awards, responding to grant progress reports to the two Charities, informing Trustees and Committees where irregularities occur as necessary.
  • Contribute to the upkeep of the Salesforce grant management database for both charities, ensuring grants applications, records and payments are recorded accurately and consistently.
  • Management of the grants hard copy files, ensuring that all files are up to date and contain an accurate record in line with audit requirements, including a record of all financial transactions.
  • Undertake the despatch of agendas and minutes and prepare meeting packs for both Charities.
  • Undertake preparation for and follow-up actions for the annual performance reviews of periodic grants by Trustees.
Finance
As delegated by the Director and Grants Manager:
  • Maintain the electronic record of financial transactions relating to ACF training by staff, Trustees and Committee Members of both Charities.
  • Be responsible for the security and accounting of such cash, cheque books and other valuables as are held from time to time at the Secretariat's offices.
General Administration
  • Coordination of training for staff, Trustees and Committee members, including proactively seeking training opportunities and presenting to relevant parties, booking and processing payment.
  • Manage the Director’s and Grant Manager’s diary and schedule of activity, as necessary.
  • Attend Committee meetings as required
  • Assist the Grants Manager with enquiries from Wates Group employees in regards to grant enquiries and support during the application process.
  • Undertake training, education and information courses, seminars and visits relevant to the duties of the Grants Officer & Administrator that contribute to the better delivery of the Charities’ objectives.
  • Receipt and despatch of postal mail and emails.
  • Filing, cataloguing, photocopying and printing.
  • Periodic clearing, recording and archiving old files.
  • Ordering and receipt of stationery.
  • Record maintenance.
  • Maintenance of office equipment including computers, printers and telephones.

4. Knowledge, Skills & Qualifications:

:

  • Strong administration skills and experience
  • Effective organisational and time management skills
  • Ability to liaise effectively with internal and external contacts at all levels
  • A self-starter & team player
  • Positive and enthusiastic approach to tasks and relationships
  • Microsoft knowledge – Excel, Word, Outlook and PowerPoint