JOB DESCRIPTION

Grants Administrator and Finance Assistant (UK Branch)

Background

The Calouste Gulbenkian Foundation

The Calouste Gulbenkian Foundationwas established on the death of our founder in 1956. Headquartered in Lisbon, the Foundation also maintains offices in Paris and in London (the UK Branch). The Foundation’s UK Branch has a 50-year old reputation for identifying imaginative social, cultural and educational ideas and for pioneering activities that have often become part of mainstream practice nationally. It has a small complement of staff who work closely together.

Our mission

The purpose of the UK Branch is to help enrich and connect the experiences of individuals in the UK and Ireland and secure lasting and beneficial change. We have a special interest in those who are most disadvantaged.

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We work closely with our colleagues in other parts of the Foundation and have an important role in acting as an “exchange” for ideas that can benefit the work of the Foundation as a whole. At the heart of our approach are a limited number of cause-related aims, under which sit a series of purposeful and time-limited programmes, projects and activities. Some programmes are more proactive while others provide a funding stream for charitable and other not-for-profit, organisations to apply to.

In addition, we have a series of partnerships which also enable us to connect with, reflect on, and better understand, the environment within which we operate.

Our ethos

In all that we do, we aspire to be:

  • Innovative;
  • International;
  • Independent yet Involving

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The role

The Grants Administrator and Finance Assistant will work with colleagues to support the delivery of the UK Branch’s objectives.The post is a combined rolethat includesassisting the Head of Finance and Administration to support colleagues in the effective administration of the UK Branch with other administrative duties.

Job purpose

The main purpose is to provide effective grant administration and to assist the Head of Finance and Administration with both general administration and finance duties.

Specific responsibilities

The following list in intended to provide a flavour of therole and is not exclusive.

Grant Administration

  1. Responsibility for grants administration including the grants database including:
  • receiving, logging and assessing eligibility of proposals for funding;
  • preparing papers for assessment by colleagues;
  • ensuring timely reports are received and preparing reports and summaries;
  • maintain management information systems including the grants database, ensuring software is up to date data is accurate;
  • maintaining grant files and archiving;
  • preparing offer and rejection letters for signature.

Finance administration/book-keeping

  1. Supporting the Head of Finance and Administration in the inputting of data and the management of our finances, including:
  • entering transactions onto accounting software;
  • preparing cheques for signature and making payments, banking of cheques as required, recording and checking direct debit payments;
  • undertaking reconciliations of our bank accounts and petty cash;
  • prepare any other reconciliations, spreadsheets etc as directed;
  • maintaining financial records and data accurately and within agreed systems.
  • monitoring payment schedules

General Administration

  1. Provide support and assistance to colleagues as necessary:
  • taking the lead in dealing with general enquires made by telephone or email;
  • maintaining database of contacts and ensuring accuracy of data;
  • assisting with maintenance of stationery stock and any other items required;
  • providing administrative support to colleagues as necessary;
  • supporting colleagues with meetings and events, organising travel, catering when necessary and occasionally working out of hours;
  • prepare agendas, minutes and any other meeting papers where required;
  • helping ensure the office is tidy and presentable.
  1. Deputising for Office Manager/PA when required and undertaking any other necessary general office tasks as necessary.

Accountability

Reporting to the Head of Finance and Administration, the post holder will be expected to work with a range of colleagues in the UK Branch and overseas, including external organisations.

Person Specification

In this role, you will begin to be proactive in planning and organising your own workload with limited supervision or guidance and have a good working knowledge of the organisation and our grant-making processes.

Essential Criteria

Expertise/Competence/Skills
  • excellent written and oral communication skills;
  • excellent interpersonal skills and ability to deal with people at all levels;
  • knowledge of Sage Line 50 would be a strong advantage
  • excellent IT skills, including Microsoft office, internet and e-mail;
  • ability to work to strict deadlines;
  • good numerical ability;
  • strong and proven organisational and planning skills;
  • a high level of attention to detail and accuracy;
  • proven ability to prioritise workload to meet deadlines.

Qualifications

  • 5 GCSEs (Grades A*-C) including English and Maths or equivalent;
  • A-level education or above or equivalent.
Experience
  • proven experience of working with databases;
  • proven financial and book-keeping experience;
  • proven invoicing experience;
  • proven experience with financial databases
  • proven experience of working in a busy office environment;
  • proven experience of working with minimum supervision.
Specific Qualities
  • proven ability to work under own initiative;
  • a positive and flexible approach to work;
  • reliable and committed;
  • committed to delivering high quality service;
  • ability to work as part of a team;
  • ability to work under pressure.
Other

An awareness of equal opportunities and a personal commitment to anti-discriminatory practice.

Terms

This is a permanent full-time post based on a 35 hour week (plus one hour for lunch). The staff guide details other terms and conditions of employment.

Salary and Pension

The salary for this post is £23,000 pa. Salary increases are considered annually although the Foundation is under no obligation to increase salaries year on year. New employees are eligible to join the UK Branch’s stakeholder pension scheme to which the Foundation makes a matched contribution of up to 10 per cent of salary per annum.

Holidays

Leave entitlement is at the rate of 28 days per annum in addition to the statutory holidays.

Location

This post will be located at the UK Branch’s headquarters in central London.

Equal Opportunity Policy

The UK Branch of the Foundation has an equal opportunity policy and implements a programme of positive action to make this policy fully effective by ensuring that no job applicant or employee receives less favourable treatment on the grounds of age, colour, culture, disability, ethnicity, gender, HIV status, marital status, nationality, religion or sexual orientation. The principle applies to recruitment, pay, terms and conditions of employment, promotion, training, career opportunities and service delivery.

March 2011

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