Grants Administrator

Key Responsibilities

Grant Applicant and Enquiry Support

• Act as the first point of contact for telephone and email enquiries, including managing and monitoring the grants inbox, responding promptly and professionally to enquiries from grant applicants, funded community organisations and partners.
• Provide information and guidance on funding opportunities, eligibility criteria and application processes.
• Support applicants to access funding opportunities and signpost organisations to other sources of support where appropriate.
• Assist with updating grant programme information and application links on the Foundation website and Salesforce.
• Maintain a friendly, helpful and inclusive approach in all communications.

Application Processing and Due Diligence

• Process grant applications in accordance with Foundation procedures and fund criteria.
• Undertake due diligence checks on grant applicants, including governance, safeguarding, finance, policies and eligibility requirements.
• Follow up with people where additional information is required.
• Ensure all application records and supporting documentation are accurate and complete.

 Grant Assessment and Panel Administration

• Support pre-panel administration including preparing assessment packs, reports and meeting papers.
• Liaise with volunteer assessors and panel members, ensuring they have the information required to undertake assessments, coordinate assessment deadlines and monitor progress.
• Support post-panel administration including communicating decisions, preparing offer letters, recording outcomes and collating conditional offer documents.
• Arrange internal and external venues and facilities for grant team and panel meetings.
• Take notes and provide administrative support at meetings as required.

 Grant Reporting

• Monitor reporting deadlines and issue reporting requests to funded organisations.
• Review submitted reports for completeness and follow up outstanding information.
• Maintain accurate records of grant outcomes and impact data.
• Collate reporting information for donors, the Senior Leadership Team and Grants Committee as required.

 Database and Records Management

• Maintain accurate grant records on Salesforce and other grant management systems.
• Undertake routine data cleansing and record maintenance activities.
• Ensure data is entered consistently and complies with organisational procedures and GDPR requirements.
• Support the Head of Grants to produce reports and information to support grant-making activities.

Community Engagement

• Support delivery of online funding drop-in sessions and workshops.
• Represent the Foundation at funding fairs, community events and stakeholder meetings as required.
• Build positive relationships with community groups, partners, volunteers and other stakeholders.

 Organisational administration

• Provide periodic administrative support (a maximum of three hours per week) to other members of the Senior Leadership Team, to support the smooth running of the organisation.

 General Responsibilities

• Contribute positively to team meetings, organisational learning and continuous improvement.
• Work collaboratively across the Foundation to support organisational priorities.
• Uphold Two Ridings Community Foundation’s values of being Rooted, Inclusive and Accountable.
• Adhere to Two Ridings Community Foundation policies and procedures, including Health & Safety, GDPR
• Undertake ongoing learning and development regarding our commitment to improving equity, diversity and inclusion, and work in a fair and reasonable manner towards all people, ensuring service standards are maintained for all.
• Undertake continuing professional development.
• Carry out other duties appropriate to the role and organisation.