Job Description
You will manage all administrative aspects of the grant making process, dealing with applications and correspondence, coordinating the flow of paperwork, managing the grant payment process and maintaining records, in order to enable effective delivery of the grant programmes. You will support the CEO with various aspects of fundraising, including donor/prospect cultivation and management, record‑keeping in compliance with GDPR, marketing/communications and event support. You will support the CEO in engagement with the board of trustees and in the management of the business of the board.
Responsibilities
* Maintain clear and effective filing, records and other systems on behalf of the Board of Trustees and CEO and keep them updated and compliant with GDPR regulations.
* Receive and acknowledge all applications and maintain all paper and electronic records.
* Organise and disseminate grant approval paperwork.
* Manage the grant payment process, liaising with the Treasurer and other signatories of the ACF.
* Manage the grant reporting process, ensuring the timeliness of reports and following up on outstanding reports.
* In liaison with the CEO, receive and coordinate all PEF inquiries and applications, performing due diligence and feeding back all required information to the PEF Reference Panel.
* Coordinate meetings of the Management Committee, ACF Trustees, and PEF Reference Panel, including diarising and room booking, preparation of papers.
* Attend meetings of the Board and Committees, take minutes and effectively record decisions on behalf of the Board of Trustees.
* Maintain records of donors and donations in compliance with GDPR legislation.
* Independently perform support functions such as triaging email and preparing and proof‑reading correspondence and other documentation.
* Interact frequently and successfully with senior stakeholders, including trustees and senior clerics, on various matters with speed and efficiency.
* Support the CEO in fundraising through the administration of donor/prospect cultivation and management and in the organisation and planning of fundraising events.
* Undertake any other reasonable duties that enable the effective operation of the CEO’s office.
Essential Qualifications
* Substantial experience of information management including gathering, handling, communicating and storage of electronic and paper‑based information.
* Experience of office systems and procedures, some of which will have involved providing administrative support at a senior level, preferably in the not‑for‑profit sector.
* Substantial experience of organising and taking minutes at senior level and governance (board level) meetings.
* Experience of communicating and collaborating with a diverse group of internal and external stakeholders at middle management to senior level with tact, diplomacy and discretion.
* Experience of supporting fundraising work.
Skills & Abilities
* Proficient in the use of IT packages including word processing, e‑mail, databases and electronic calendars.
* Excellent writing and correspondence skills, with experience in email, formal letters, and business writing/minute taking.
* Ability to prioritise a varied workload and organise work effectively to meet deadlines.
* Excellent interpersonal skills and the ability to establish a rapport.
* Ability to research, interpret and present information.
* Ability to work both alone and cooperatively as part of a team.
* Ability to treat highly confidential information with care & discretion.
Personal Attributes
* Organised and efficient with attention to detail.
* Self‑motivated, proactive and willing to take ownership to deliver in a timely manner with the ability to take on and complete projects with limited direction/supervision.
* Calm and effective under pressure and in a fast‑paced environment.
* Embraces change, willing to learn new skills and utilise new technology, including, as appropriate, AI.
Desirable
* Experience within an international context.
* Experience of coordinating projects.
* Experience with event coordination.
* Experience with social media marketing/communications.
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