Vacancy: Grants Administration Officer

JOB DESCRIPTION 

Job title: Grants Administration Officer 

Job purpose: To provide administrative support for the efficient management of the charity’s grant and community programmes. 

Contract: Six months – Fixed term 

Hours: Full-time  

Salary: £28,000-£33,000 per annum 

BENEFITS: 

29 days’ holiday entitlement  

Hybrid, flexible working arrangements 

Office facilities in Wallisdown with on-site parking 

JOB DESCRIPTION 

Are you passionate about making a difference in local communities? Are you looking for a role that will stretch your skills? Talbot Village Trust, one of Dorset’s largest grant giving charities, is looking for a Grants Administration Officer on a temporary basis while we review staffing needs in the longer term. 

The position is available for an immediate start and may be extended beyond the six-month contract period. The role will involve liaising with applicants to our grant and community programmes, supporting the payment of grants and loans ensuring compliance with award conditions, and providing administrative support to the community-based programmes run by the Trust.  

The Grants Administration Officer will be integral to the ongoing development of our management information systems and therefore requires someone who is confident in their use of Excel, CRM and tracking data. 

This is a stand-alone role but you’ll be supported by other members of a small but highly dedicated staff team and our deeply committed trustees.  Full training will be given.  

The successful applicant will be required to undertake a standard DBS Check. 

Key responsibilities: 

Supporting the day-to-day administration of the Trust’s grant-making and community engagement programmes, including: 

General administration 

• Assess and respond to general telephone, post and email queries, in dialogue with other team members, preparing advice and/or feedback to prospective applicants and others. 
• Engage in data-driven evidence gathering concerning areas or groups of high need. 
• Ensure that prospective applicants are aware of our grant making policy and conduct due diligence checks on applicant organisations. 

Award management 

• Prepare communications with applicants/grantees, including grant offer packs, ensuring details are accurate.  
• Ensure all correspondence with applicants and grantees are timely, constructive and encouraging.  
• Provide administrative support for finance tasks (e.g. verifying grant payment details, preparing payment requests for trustee approval, ensuring the submission of match funding evidence, collating records and liaising with the Trust’s finance team). 
• Collate reports and ensure substantial feedback is provided to grantees. 
• Working with colleagues, provide signposted advice to grantees in response to individual queries. 
• Connect grantees with useful opportunities for networking, training and development. 
• Provide support to colleagues in organising workshops, visits or events.  

Support our internal management information processes 

• Assisting the team in ensuring grants and community engagement data on the Trust’s management information system is accurate and kept up to date. 
• Ensure grants records are maintained and grants are properly tracked and managed. 
• Prepare reports and updates for colleagues including preparation of papers for trustee meetings and other events. 

Support relationships with other stakeholders 

• Maintain relationships with other funders working in related fields in order to share learning and improve support to grantees. 
• Work closely with other members of our team on these responsibilities and other areas of the Trust’s work, including communications. 

General 

• Attend events on an occasional basis that may be outside of office hours. 
• Undertake any other duties in support of the charity’s activities as may be reasonably required. 

PERSON SPECIFICATION 

Essential: 

• Excellent written and oral communications skills. 
• Strong administration and IT information systems skills e.g. Excel, Sharepoint, CRM.  
• Strong attention to detail and analytical skills, able to summarise complex information and draw conclusions and recommendations from it  
• Natural team worker with high standards of integrity and professionalism 
• Self organised, proactive & positive approach to work 
• Numerate and used to dealing with financial-related queries 
• Relationship building and relationship management skills 

Desirable: 

• Experience of working in charities or similar organisations 
• Knowledge of CRM systems 
• Understanding of UK charity law and governance 
• Clean, valid driving licence and access to a car 

ABOUT US 

Talbot Village Trust is a charity with a vision to help communities in South-East Dorset to live well. We support people and transform lives by providing grants to charities and local impact organisations delivering much needed services across Bournemouth, Poole, Christchurch, Purbeck, and east Dorset. We’ve distributed more than £10 million through 650 awards to worthy causes over the past decade.  

We manage an urban heath and estate encompassing the historic Talbot Village and adjacent woodland, residential and commercial lettings, and host community events, conservation activities, and volunteering programmes throughout the year.   

Read more about our work at: talbotvillagetrust.org.  

How to apply 

Please apply with a covering letter outlining why you are suitable for this role along with your CV including names of two referees (none of whom will be contacted without your consent and only if you are offered a position). Email your application to: caroline@talbotvillagetrust.org 

As a small team, we are not able to provide individual feedback at the initial stage of the application process. Only shortlisted candidates will be contacted. 

This is a full time role, working 35 hours per week. We can offer the option to work from home on an agreed basis. 

The deadline for applications is 25 March 2024. However, we will review CVs as received and reserve the right to hold interviews for shortlisted candidates on an ongoing basis. 

Should you be interviewed for our vacancy (either virtual or face to face), you will always receive considered feedback from us once a decision has been reached. 

We warmly welcome applicants from all parts of our diverse community, particularly those from under-represented groups. 

Thank you for showing an interest in the opportunity.