Grants Assistant

About Our Client
Our client is one of the UK’s largest independent funders, awarding £100 million annually to charities across the UK. The Trust supports initiatives in health, welfare, education, the arts, and heritage. The Trust was established to fulfil the philanthropic vision of Sir Hans Rausing and honour the memory of his late wife, Julia Rausing. Julia’s legacy reflects a belief in a compassionate society that cares for the vulnerable, fosters opportunity, and champions culture and creativity. We take a broad, relational approach to grant-making, grounded in personal values and long-term impact.

About the Role
This is an exciting opportunity to join a small, dedicated team at one of the UK’s largest charitable trusts. As Grants Assistant, you will provide vital administrative and operational support to the Trust’s grant-making activity. This includes managing records, coordinating key processes, supporting funding meetings, and maintaining effective communication with applicants and grantees.

The role is ideal for someone organised, detail-oriented, and enthusiastic about contributing to high-quality grant-making. It offers insight into the workings of a significant philanthropic organisation and a chance to play a key role in delivering funding that makes a real difference across the UK.

Key Responsibilities
Grant Administration
•    Support the day-to-day administration of grant-making processes.
•    Maintain accurate records of grant applications, decisions, and payments using the Trust’s database (Salesforce).
•    Monitor and track grant reporting deadlines and requirements.
•    Assist with preparing grant documentation, e.g. offer letters, payment schedules.
•    Administer the Trust’s microgrants programme, including application assessment and monitoring report review.
Meeting & Process Support
•    Help coordinate grant meetings and application review schedules.
•    Prepare supporting documents for internal meetings, e.g. grant summaries and reports.
•    Take meeting notes, track actions, and ensure timely follow-up.
Communication & Relationship Support
•    Be a point of contact for general enquiries, providing helpful and timely responses.
•    Liaise with applicants and grantees to ensure documentation is accurate and complete.
•    Draft correspondence and communications to support grantee relationships.
Monitoring & Compliance
•    Ensure grant records meet data protection, compliance, and internal policy standards.
•    Assist with gathering and reviewing monitoring reports from grantees.
•    Flag any reporting issues or delays to your line manager.
Operational Support
•    Support the smooth functioning of grant-making systems and tools, including assisting with data entry, quality control, and process improvements.
•    Work with the team to streamline administrative workflows and filing systems.
•    Contribute to internal learning by helping to capture outcomes, trends, and insights from grant-making activity.
General Duties
•    Support with any other administrative or grant related tasks required by the team.
•    Occasional visitor reception (showing to meeting rooms, preparing refreshments) and back-up support in managing in-coming post/deliveries, telephone, or email.
•    Assist with the production of reports and materials for internal and external use.
•    Contribute to a positive, collaborative team culture.

Person Specification
Essential
•    Previous experience in an administrative or coordination role, preferably in a not-for-profit or grant-making environment.
•    Excellent attention to detail and a high standard of accuracy.
•    Strong written and verbal communication skills.
•    Highly organised with good time management and the ability to manage competing priorities.
•    Confident using Microsoft Office (particularly Word and Excel) and working with databases.
•    Ability to work independently and as part of a team.
•    Professional and approachable manner, with good interpersonal skills.
•    A strong commitment to the values and aims of the Trust.
Desirable
•    Experience of working in a grant-making organisation or charity.
•    Familiarity with Salesforce or similar grant databases.
•    Understanding of grant cycles, funding assessments, or charitable compliance.
•    Educated to degree level or equivalent experience.
•    Interest in health, education, welfare, arts, or heritage sectors.

Personal Attributes
We are looking for someone who is:
•    Friendly, conscientious, and adaptable.
•    Discreet, trustworthy, and comfortable handling confidential information.
•    Curious and eager to learn about charitable grant-making.
•    Calm under pressure and able to meet deadlines.
•    Motivated by contributing to work that makes a difference in society.

Benefits
•    26 days of annual leave (plus bank holidays)
•    5% employer pension contribution
•    Discretionary annual bonus
•    Core working hours 10am–4pm, with flexibility on remaining hours