Grants Operations Project Manager

Art Fund

Location London

Position Full time 35 hours per week

Salary c.£35,000

Application deadline 10 March 2021
The application deadline for this role has passed

Job Title

Grants Operations Project Manager (12 month fixed term contract, full time)


c £35K per annum



Reports to

Head of Grants

About Art Fund

Art Fund is the national fundraising charity for art. We are an independent charity committed to a vibrant museums sector. We believe art can make you see, think and feel differently.

Through our grant-making programmes and partnerships we invest around £8milllion every year to help museums and galleries acquire works of art for their collections, share them with wide audiences, and support the training and development of museum professionals. We are supported by our growing membership of 159,000 through the National Art Pass, as well as the generosity of many trusts, foundations and other individuals. Through our work we make art more accessible to as many museum visitors as possible, wherever they are.


Purpose of Role

In 2020 we expanded our grant-making to help museums and galleries respond to the impacts of the Covid-19 pandemic, and saw a commensurate increase in numbers of applications. This resulted in huge pressure on our existing grants database and technical admin processes, and recognition that neither were fit for purpose or able to function effectively at volume.

This role will support the agile delivery of a new system to deliver grant-making operations across all our funding programmes, built on the Art Fund’s existing CRM platform (MS Dynamics). The Grants Operations Project Manager will act as the key liaison point within the in-house Programmes team for this project – responsible for ensuring that:

  • Art Fund’s Technical team are provided with detailed and timely input on every aspect of how the Programmes team want grant-making to work on the new system – from application, to review, to decision, to notification, finance integration and payment;
  • timely decisions are made on how different elements of the project should be prioritised for delivery;
  • testing of the new system is carried out by the Programmes team in a timely manner;
  • colleagues are onboarded onto the new system with minimal interruption to business-as-usual (BAU) grant making.


Alongside managing the delivery of the new grants system for the Programmes team, the role will also undertake a review of the end-to-end administration of current grant-making – from initial enquiry to the receipt of evaluation –  and, working closely with the Programmes, Museum Marketing and Finance teams, make recommendations for improvements to all administrative workflows, revising guidance and implementing training as required.

The ideal candidate will have demonstrable experience working with database systems and operations related to grant-making, ideally gained in at least two different organisations. Experience of working with suppliers and technical teams on the development and rollout of new systems and associated database migrations would also be useful, particularly when delivered under an agile methodology, as well as experience of co-ordinating the onboarding of new-users, acceptance testing and go live/business as usual (BAU) with colleagues. They’ll be a self-starter who loves being part of a team and collaborating across different functions to drive a project forward successfully.

We care about equal opportunities and welcome applications from a broad diversity of talent from all sections of the community.

Key Accountabilities


  • Project manage grants replatforming on behalf of the Programmes team and be the key point of contact between the Tech team and the Programmes team, and all other departments who contribute to the end to end grant making process (Museum Services, Marketing and Finance).
  • Quickly develop an excellent understanding of the business requirements for the new grants database and make sure that the project is delivered in line with these.
  • Interpret technical data and translate this as necessary to key stakeholders throughout system development.
  • Coordinate with Tech team on the testing of and training on the system by the wider Programmes team and all other internal users.
  • Create training materials and manage knowledge transfer, ensuring seamless move to the new system and that all users are confident and consistent in its use.
  • Liaise with the Tech team at Art Fund to ensure the grants database goes live and transitions to BAU within the Programmes team to the satisfaction of the Head of Grants and Director of Programmes and Policy.
  • To understand the financial processes for grant commitments, invoicing and payments. Work with the Finance team to coordinate the development and testing of the finance system, where changes are made to integrate with the new grants database.
  • Become an expert in Art Fund’s grant making processes in order to deliver a broader review of our end to end administrative workflows, and recommend and implement changes as agreed.
  • Make recommendations based on analysis for continued improvement to the grants database. Work with Tech and Programmes teams to schedule further development as part of tech pipeline.


Other activities

  • To actively participate in the wider life of Art Fund
  • To undertake other duties as requested by Art Fund from time to time


Reporting Lines

Reports to the Head of Grants and is a member of the Programmes team.

Dotted reporting line to the Museum Services Manager.

Close working relationship with the Technical, Digital Services, Museum Marketing and Finance Teams.





  • Relevant higher or further education or professional qualification, or equivalent professional experience.


  • Knowledge of a variety of software systems used for grant making and/or CRM databases
  • Knowledge of management reporting associated with grant-making
  • Knowledge of data presentation and analysis in a grant-making context
  • Knowledge of financial processing associated with grant-making
  • Knowledge of MS Power BI or similar reporting tool.
  • Experience of Microsoft Dynamics or similar CRM platform.



  • Strategic, analytical and creative thinker with the ability to grasp complex information quickly
  • Ability to design and develop user friendly processes and optimise the associated management information and workflows.
  • Excellent interpersonal skills and proven ability to develop and manage relationships with a wide variety of stakeholders
  • The ability to present complex ideas concisely and compellingly in writing and face to face
  • Excellent time-management, and able to work to tight deadlines and juggle immediate and long-term priorities
  • Excellent team player
  • Ability to work with technically-orientated staff and challenge assumptions and proposals on behalf of users.


  • Significant, proven experience of utilising grants management systems and databases in administering grant-making processes.
  • Experience of agreeing or writing specifications or user stories to describe and document processes and work flows.
  • Experience of training other people to use systems and in creating support materials to induct users in associated processes.
  • Experience in managing complex relationships and bringing different parties together to gain agreement.
  • Experience of database migration projects.
  • Experience of Agile project management.


Personal Attributes

  • Engaging and open
  • Initiative and flexibility
  • An energetic self-starter with an efficient and hard-working approach
  • An interest in the arts and museums







To apply

Please submit your CV and a short covering letter to Matt Hancock at Talent Smart -

Closing date for applications 10 March 2021

Interviews will take place w/c 15 March 2021

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