Grants Administration Assistant

Jack Petchey Foundation

Location Canary Wharf, London

Position Full time 37.5 hours per week

Salary Circa £21K

Application deadline 10 March 2020
The application deadline for this role has passed

Main areas of responsibility

  1. To support the administration of the Jack Petchey Achievement Award


1.1     To prepare and send Achievement Award materials to all new joiners

1.2     To support the Senior Grants Administrator in organising the mail out of Achievement Award materials twice a year

1.3     To respond to telephone, email and postal enquiries regarding the Achievement Award Scheme

1.4     To ensure materials are prepared for special Achievement Award       presentation events

1.5      To support the Senior Grants Administrator in updating Achievement Award materials and standard communications

  1. To assist with data entry on Benefactor (the Jack Petchey Foundation grant making database)

2.1         To complete a daily Benefactor import

2.2         To check that all details imported in new requests are correct

2.3     To run mail merge requests as requested by Senior Grants Administrator

2.4     To maintain and develop an accurate electronic and physical filing system 

2.5  To support the Senior Grants Administrator in effectively overseeing management of grantee bank payment details

  1. To support the management of payments

3.1     To support the Senior Grants Administrator to raise/cancel cheques & organise electronic payments for the Achievement Award scheme in accordance with JPF procedure

3.2     To support the Senior Grants Administrator to ensure returned payments are entered onto the database accurately and highlighted to Head of Grants Team

3.3     To oversee the Petty Cash function and reconciliation with support from the Senior Grants Administrator

3.4    To research suppliers ensuring that the most cost effective and best value office stationary is purchased

3.5      To keep the stock inventory up to date

3.5     To support the Senior Grants Administrator with all general accounts enquiries

  1. To maintain the JPF young achievers contacts database

          4.1     To enter details of young award winners on to JPF’s young achievers database

4.2     To randomly select and notify monthly £50 prize winners


5.       To administer the Individual Grants for Volunteering Fund

          5.1     To upload all online applications into Benefactor (JPF’s grants database)

5.2 To verify all applicants’ details and where appropriate, score the application using JPF assessment criteria

5.3     To obtain applicants’ references

5.4   To pass grant assessment/recommendations to Head of Grants Team/Chief Executive Officer for final assessment prior to Trustee approval.

5.5     To manage the offer letter/payment and reporting for approved grant recipients.

5.6     To ensure all grant acceptance letters are recorded and filed accurately

6.       General administrative duties

6.1     To be responsible for opening and distributing post on a daily basis

6.2     To ensure that the office is covered during working hours

6.3     To ensure all phone calls, email and written enquiries are dealt with efficiently 

6.4     To undertake electronic and paper filing and maintain filing systems appropriately

6.5     To cover administration duties for the Senior Grants Administrator during holiday/absence

6.6      To process the first stage assessments of Leaders Award, Small Grants and Educational Visits

6.7     To support the Senior Grants Administrator in overseeing JPF email mailboxes with the numerous email accounts, ensuring that incoming messages are actioned and where appropriate forwarded to the relevant individual.

6.9      With support from the Senior Grants Administrator to ensure that undelivered emails are re-sent and, where necessary, contact details are reviewed

6.10    To assist with the administration for the Achievers Network programme.


7.       Other Responsibilities

7.1     To contribute to Grants and JPF Team meetings

7.2      To minute meetings when requested  

          7.3     To provide telephone/email support and advice about JPF funding streams and alternative funders to enquirers

          7.4     To act at all times within the ethos and policies of the Jack Petchey Foundation

7.5     To undertake any other tasks that may be agreed with the Senior Grants Administrator, Head of Grants Team or Chief Executive Officer

7.6     To cover typing and admin duties for the Chief Executive Officer during holiday/absence of P/A

7.7      To cover reception duties when required

These are the normal duties which the charity requires of the position. However, it is important that all staff are prepared to be flexible as they will be required from time to time to perform other duties

To apply

Visit our website for more details and an application form:

Please complete and return an application form and a staff diversity monitoring form by the closing date.  Note - CVs will not be accepted)

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