Queen Elizabeth Scholarship Trust

Job Summary

To provide efficient and effective day-to-day administration and coordination of QEST’s grant programmes, supporting applicants, QEST Alumni and Skills Assessors throughout the application, assessment and grant administration process.

Job Description

The Grants Coordinator will be responsible for ensuring that applications and grant records are processed accurately and efficiently, that applicants receive timely and helpful communication and advice, and that programme information and data are kept up to date.

Responsibilities

• Application and assessment administration
• Support the Grants Manager with the delivery of the two annual application and assessment rounds.
• Administer the day-to-day application process for QEST's Scholarship, Emerging Maker and Apprenticeship programmes.
• Co-ordinate online assessments and in-person interviews with our panel of Skills Assessors, ensuring our Skills Assessors have the information they need to complete assessments.

Applicant and Alumni Support

• Respond to routine applicant enquiries by email and telephone, providing clear and helpful information about application processes and requirements.
• Communicate with successful applicants and support the completion of Finance Plans, Terms and Conditions and other required documentation.
• Support the onboarding of successful applicants to QEST's Cockpit Professional Development Programme.
• Maintain regular communication with, and support to, QEST Alumni whose grants are ongoing.

Grant Administration and Monitoring

• Support the administration of grants following award, including maintaining accurate grant records, monitoring required documentation and liaising with grant recipients, training providers and internal teams as necessary.
• Monitor ongoing grants by sending and following up on six-monthly progress questionnaires and maintaining records of grant-holder progress.
• Support the Grants Manager with data collection for monitoring and impact reporting, including Diversity, Equity and Inclusion reporting.
• Contribute to impact reporting and the preparation of reports for the charity and its donors.

Job Requirements

Essential

• Experience of providing effective administrative and programme coordination.
• Excellent organisational skills and attention to detail.
• Ability to manage multiple tasks and deadlines.
• Strong written and verbal communication skills.
• Confident and professional manner when dealing with applicants and external contacts by phone and email.
• Commitment to providing a high standard of applicant and stakeholder support.
• Good problem-solving skills and the ability to recognise when an issue needs to be escalated.
• Ability to take initiative and use sound judgement within established procedures.
• Ability to work accurately with databases and digital systems.
• Ability to work independently and as part of a small team.

Desirable

• Experience of working in a charity, grant-making, education or creative/craft organisation.
• Experience of working with CRM systems (Salesforce preferred), online forms and databases.

Job Responsibilities

Data and Systems Administration

• Maintain accurate and up-to-date applicant, assessment, grant payment and grant-holder records in Salesforce.
• Produce routine reports and use existing dashboards to support programme administration and monitoring.
• Support testing of system changes where appropriate.
• Identify and report system issues to the Grants Manager and suggest improvements to systems and processes where appropriate.

Programme Support

• Maintain programme templates, standard communications and resources. Support the preparation and updating of programme information and guidance.
• Contribute to reviews of programme administration and processes, identify opportunities for improvement and support implementation as appropriate.
• Work with the Communications Manager and Grants Manager to ensure that information provided to applicants is accurate and up to date and reaches a diverse pool of potential applicants.

We particularly welcome applications from candidates who consider themselves under-represented in the arts, crafts or education sectors.