SCOPE AND PURPOSE OF JOB
To primarily co-ordinate and follow through all grant applications from external bodies or individuals; to assess applications including financial aspects; to prepare reports, which adhere to the Charity Commission Regulations, to present to the Trustees for consideration.
KEY ACTIVITIES AND RESPONSIBILITIES
To ensure the Trinity House Charities are adopting safe and efficient grants processes, including management, monitoring and reports on the whole grant making process.
- To be the point of contact for all grant enquiries providing information, advice, guidance and support to applicants and prospective applicants. Building and maintaining expertise around the funds administered and their objectives.
- Prepare charity briefs, gathering all information including financial, to report to the Trustees for consideration.
- Monitor the grant process through to conclusion, reporting back to Trustees as required including allocating liaison officers and collating reports from grant recipients.
- To contribute to robust monitoring and evaluation processes, including assisting with the preparation of statistics and summary reports, ensuring award-holders comply with reporting requirements, and mandatory updating and maintenance of effective information databases.
- Ensuring the Trinity House Charities are adopting safe and efficient grants processes;
- To provide external auditors with such assistance and information they may reasonably require in the conduct of their annual audit.
- Assist with producing reports on impact and effectiveness of those receiving grants for use in the Trinity House Charities' reporting.
- Maintaining all grant records and general correspondence for the grants made, due committed and conditional.
- With the Financial Department ensure the ongoing development and management of financial and administrative systems for controlling and monitoring funding of grants
- Contribute to database management
- Represent Trinity House and The Secretary at charity meetings/conferences as required.
- Liaise with other charities as necessary to share information and joint grant funding.
- Develop and maintain positive relationships with key stakeholders to ensure quality and quantity of services delivered through grants. This should include other grant organisations, maritime organisations and third sector charities.
- Visit potential projects and applicants as needed to ensure quality and quantity of services delivered through grants.
- Provide applicants and prospective applicants with bid development guidance and assistance.
- Almonising and working with other charitable organisations where there is mutual benefit to work together to support a bid application.
- Work with external funding sources to secure additional funds are obtained through almonisation or referral of applications to a more suitable source.
- Promoting the work of the charity through presentations internally and externally.
- Promoting the work of the charity through external visits and attendance at events.
- Process charity room lettings ensuring grants are considered by the Management Committee.
Contribute to Strategy
- Lead on Charity Governance and trends.
- Draft charity strategies and collate annual reports; including impact reports.
- Support The Secretary to develop a cohesive grant giving programme; developing priorities of funding and a suitable mechanism for identifying appropriate projects.
- Formulation and modernisation of grant processes and procedures;
- To contribute to the development and implementation of efficient and effective working systems, policy and processes
- Gather information and produce statistical reports in a range of formats for a variety of audiences.
- Ensure Charity Best Practice.
- Ensuring that recommendations to the Corporate Board and Trustees are in line with current grant making policies.
- Any other reasonable tasks as directed by The Secretary.
In addition to these tasks, employees are required to carry out such other duties as may reasonably be required.
KNOWLEDGE AND EXPERIENCE
They will be a confident self-starter able to adapt to a changing environment as the Charities develop. The role demands strong problem solving skills and excellent judgement alongside a meticulous, accurate and disciplined approach to work. The role also demands that the holder is able to think strategically when required and working with colleagues to develop the strategic direction of the Charities' grants. The post holder will also possess very strong administration and organisational skills and be able to prioritise a varied and busy workload, keeping track of work and delivering to deadlines. The post holder will also be required to be an external ambassador to the Charities and must have the confidence to carry out this role.
- At least 3 years' experience of grant making procedure and in depth knowledge and management experience which must have involved demonstrating sound judgement, evaluating options and making recommendations on issues.
- Computer literate. Must be proficient in using Microsoft Outlook, Word, Excel, PowerPoint and knowledge of databases.
- Experience in prioritising competing demands and workloads.
- Familiarity with making financial recommendations.
- Demonstrable ability of adding value in a team.
- Ability to gather information, report meaningful outputs and input strategic direction.
- Excellent communication and relationship skills.
- This post will require travel occasionally involving overnight stays.
- Knowledge of the Maritime and Fishing industries.
- Experience of delivering projects.
EDUCATION & QUALIFICATIONS
- Educated to 'A' level or equivalent taken in English
- Tertiary education
- Flexibility and adaptability to juggle a range of different tasks and a proven ability to be able to prioritise heavy and varied workload.
- Ability to remain positive and create a professional reputation for the Charities when meeting any objectives.
- Able to work on own initiative with minimal supervision as well as part of a Department.
- Highly developed and effective interpersonal and communication skills both written and verbal.
- Exceptional organizational skills.
- Proven ability to take accountability and initiative.
- Empathy with and support for the values, aims and objectives of the Trinity House Maritime Charities.
SUPERVISORY RESPONSIBILITY IN THCD'S STRUCTURE:
No direct reports
COMMUNICATION WITH OTHERS/CUSTOMER RELATIONS:
- All members of The Corporation at all levels
- Suppliers and general public
- Elder Brethren and Younger Brethren
- Other Charities
- Externally with VIPs on occasion
AUTHORITY (BUDGETS, RESOURCES ETC):
Budget compilation and management
Regular travel in order to liaise with other Charities, attend meetings and events, and to visit Trinity Homes, Walmer, as required.
41.5 hours per week spread over 5 days.
OTHER ASPECTS THAT ARE ESSENTIAL TO THE JOB
Incumbent requires empathetic and diplomatic traits in order to deal with persons who may be distressed, together with the practical knowledge to assist them or direct them to accessing suitable resources. Analytical skills and a high level of concentration are paramount in order to assess grant applications and obtain pertinent information.