As the living, growing home of our national story, The National Archives is already a special place to work. We’re an institution nearly 200 years old with a collection spanning 1,000 years of history. But it’s where we go next that makes things really interesting. In our strategic vision: Archives for Everyone, we set ourselves the challenge of becoming the 21st Century national archive - a different kind of cultural and heritage institution: Inclusive, Entrepreneurial, Disruptive. We won’t become this overnight. It will take time, focus, effort and daring. That’s where you come in. Because we can’t do this without you. Job Overview Salary: £32,731 - £36,701 per annum Contract type: fixed-term appointment until 31st December 2027 Band: E / HEO Closing date: Monday 16th June at midnight The National Archives (TNA) is the official archive of the UK government and for England and Wales, and makes a vast collection of historical records dating back over 1,000 years available to the public. TNA is also an Independent Research Organisation (IRO), cultural heritage institution, and a grant funder for the archives sector across the UK. We are currently working on grant-funded projects worth over £15 million, and will disburse over £2 million of funding to the archives sector in 2025-26. The Grants and Funding Officer sits within The National Archives’ Research, Grants and Academic Engagement Department, the central locus for our: - Research strategy and delivery - Research impact, culture and engagement - Grant fundraising, including in our capacity as an Independent Research Organisation - Management and assurance of external funding - Grant-making to the archives and GLAM sectors The postholder will work as a key member of this growing and vibrant department of around 25 people. The Grants and Funding Officer is responsible for a range of tasks across The National Archives’ grants portfolio, both payable and receivable. The postholder will develop a wide range of skills, suitable for future roles within the Civil Service, at grant funders, or in the cultural and research sectors. Working with a number of researchers and strategic leads across our organisation, you will gain experience in grants administration, project management, finance and communication. The postholder will be provided with the training and development needed for the role, including membership of ARMA (the Association of Research Managers and Administrators). You will have strong numerate, organisational and administrative skills, with the ability to balance competing demands and prioritise tasks effectively. A can-do attitude, and a willingness to learn new skills and work as part of a team, are more important than specific experience. Within the beautiful surroundings of Kew, a 10-minute walk from Underground and Overground stations, TNA boasts a collegial working environment and the excellent Civil Service benefits package. This includes flexible working, an on-site gym, wellbeing resources and an opportunity to join a Civil Service Pension Scheme. Putting people at the forefront of our organisation, we are committed to enabling professional development and training for all our colleagues. This is a full time post. However, requests for part-time working, flexible working and job share will be considered, taking into account at all times the operational needs of the Department. A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site for a minimum of 60% of their work time. How to apply: To submit your application please click the 'Apply' button on this page. You will be asked to provide details of your work experience and write a personal statement, not exceeding 1200 words. In your statement please explain, using examples, how you meet the essential criteria below. You may draw on knowledge, skills, abilities, experience gained from paid work, domestic responsibilities, education, leisure interests and voluntary activities. Please note selection for interview will largely be based on the information you provide in this section. We understand that you might use artificial intelligence (AI) and other resources to assist with your application; however, please ensure all information you provide is factually accurate, truthful, and original and doesn’t include ideas or work that isn’t your own. We encourage you to showcase your unique knowledge and skills using your own voice. Job Description Role and Responsibilities Administration and Process Delivery Support the administration of TNA’s pre-award process, collating necessary documentation for internal approval, peer review and submission to funder (including developing an understanding of key funders’ technical systems, and the ability to translate information into those systems) Support the administration of TNA’s grant-making, collating application documentation for selection panels and peer review, administrating panel meetings and supporting with the delivery of responses to applicants. Manage RGAE’s information and documentation, maintaining an accurate and auditable filing system and Information Asset Register, ensuring that information is appropriately shared within TNA, and monitoring compliance with information security standards. Including responsibility as RGAE’s Information Asset Manager. Finance Manage the financial processing for TNA’s inbound and outbound grants, including raising purchase orders, categorising expenditure accurately according to cost centre and project code; arranging invoices for payment; and raising invoices to grant funders (including acting as a key point of contact for the Finance Department, working collaboratively to produce accurate financial data, answer queries on TNA’s grants and resolve issues as they arise with financial data and processes) Support the financial processing of the RGAE department as required, in collaboration with the Research and Academic Engagement Officer. Understand funder financial regulations and support project teams in meeting key financial compliance requirements. Understand and adhere to Government and organisational procurement policies, ensuring that grant-funded projects deliver excellent value for money. Assist with financial reporting and effort reporting (e.g. timesheets). Support project budgeting and complete grant costings for grant bids in development. Assist with budget monitoring of TNA’s outbound grants, for complex grant budgets including of over £5 million, monitoring expenditure against targets. Communications and Events Lead RGAE’s internal and external communications and messaging as it relates to grants and funding, communicating with internal and external audiences through TNA’s intranet, website, newsletters, print media and events, working closely in liaison with the Department’s Research Impact, Culture and Engagement (RICE) team. Support external meetings and events for TNA’s grant portfolio (in person and online), including preparing agendas and papers, booking venues and catering, organising technical support, publicising and marketing, and taking minutes. Liaise with external stakeholders including at a senior level, from funders, partner institutions and in grant funding panels. Triage or respond to enquiries as appropriate received into the Archive Grant shared mailbox, exercising judgement as to when to respond on own initiative or escalate to senior staff. Support with the compilation of reports and statistics, to assist with reporting of institutional grant activity to TNA’s Executive Team and Board. Project Support Support the development of grant applications from idea to submission to various funders, including UK Research and Innovation (UKRI), The National Lottery Heritage Fund (NLHF) and the Art Fund. Support the project delivery of a wide range of grant-funded projects, by providing advice and guidance for project teams and by providing administrative support such as purchasing supplies and booking travel when required. Develop an understanding of the internal and external reporting obligations for TNA’s grant portfolio, maintaining a calendar that records key information such as funder reporting milestones, and ensuring that project teams are meeting reporting deadlines. Understand basic legal principles in grant-making, and assist with the negotiation of contracts, liaising with partners to ensure timely review and signature of agreements. Develop an understanding of key project milestones, funder regulations, and project management methods to support TNA’s grants portfolio as a whole, including updating (e.g.) Gantt charts, risk registers, reports and deliverable templates. Working Conditions Normal office environment Display Screen Equipment user Person Specification Essential criteria: High level of numeracy, with experience of financial processing. Good organisational and project delivery skills. Strong time management skills, with ability to prioritise tasks within a shifting workload and manage conflicting demands. Good communication skills, including face-to-face, over videoconference and written, with ability to understand and explain information (including financial information) clearly. Excellent team player who can build and maintain good relationships with a wide range of colleagues and external contacts. Excellent attention to detail and the ability to maintain accurate and up-to-date record-keeping systems. Good judgement as to when to progress an issue independently, and when to escalate to line manager or other senior staff. Desirable criteria: Prior experience of grants administration in the academic or cultural heritage sectors. Other Requirements A combination of onsite and home working is available and applicants should be able to regularly travel to our Kew site for a minimum of 60% of their work time. Must be prepared to travel to other Government departments as required. The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service D&I Strategy. Benefits Generous benefits package, including pension, sports and social club facilities, onsite gym, discounted rates at our on-site cafe and opportunities for training and development. Annual leave entitlement of 22 days per calendar year (rising to 25 after the first year, and incrementally to 30 days after six years) and 10½ days public and privilege holidays per annum. Any move to The National Archives from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/ ( opens in new window) Reasonable adjustments If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes. If you need a change to be made so that you can make your application, you should: Contact The National Archives via careers@nationalarchives.gov.uk as soon as possible before the closing date to discuss your needs Complete the ‘Reasonable Adjustments’ section of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional Feedback will only be provided if you attend an interview or assessment. Security Successful candidates must pass a disclosure and barring security check. People working with government assets must complete basic personnel security standard checks (opens in new window) Nationality requirements This job is broadly open to the following groups: UK nationals nationals of the Republic of Ireland nationals of Commonwealth countries who have the right to work in the UK nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS) individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020 Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service Further information on nationality requirements (opens in new window) Working for the Civil Service The Civil Service Code (opens in new window) sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. (opens in new window) The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy. This vacancy is part of the Great Place to Work for Veterans initiative. (opens in new window) Contact point for applicants: Name: The National Archives Recruitment Team Email: careers@nationalarchives.gov.uk Further information If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact The National Archives via email: careers@nationalarchives.gov.uk If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission at https://civilservicecommission.independent.gov.uk/recruitment/recruitment-complaints/ (opens in new window)