About us

The Paul Hamlyn Foundation (PHF) is an independent grant-making foundation set up by Paul Hamlyn, the publisher and philanthropist. It aims to maximise opportunities for individuals and communities to realise their potential and experience and enjoy a better quality of life. 

The Foundation supports charitable activity in the areas of arts, education and learning, and social justice across the UK. It also supports local charities in India that help the poorest communities get access to basic services.

Our vision is for a just society in which everyone, especially young people, can realise their full potential and enjoy fulfilling and creative lives.

Our mission is to be an effective and independent funder, using all our resources to create opportunities and support social change. We partner with inspiring organisations and individuals to make sure that people facing disadvantage are at the heart of leading change and designing solutions to overcome inequality.

We are committed to being an anti-racist organisation. This commitment drives how we work, who we work with and how we make decisions. You can read more about our commitment to Diversity, Equity, and Inclusion (DEI) here.

We have five funding priorities where we wish to see change. You can read more about our work based in the UK here.

•       Investing in young people

•       Migration and integration

•       Arts access and participation

•       Education and learning through the arts

•       Nurturing ideas and people

Our values are important to us and we work to and carry them through all of our activity.

About the role

The arts play an important role in enriching children and young people’s learning and educational experiences. Our Funds support work that enables pupils in formal education settings, from Early Years to Further Education, to thrive through engagement with high quality, arts-based learning. We prioritise applications from arts/cultural organisations and schools who are working in partnership to support pupils experiencing systemic inequity and disadvantage to overcome barriers to learning. We recognise that inequity plays out in ways that connect and intersect across race, disability, gender, sexuality, class and other characteristics.

Reporting to the Head of Programme - Education, you will provide administrative support to a team of grant-makers, including some PA support. Focused on our Education and Learning through the Arts theme, you'll work with colleagues to build and support relationships with a diverse network of grantees, partners and supporters and work closely with the portfolio of organisations that Paul Hamlyn Foundation funds, supporting those organisations to help us to achieve our strategic priorities and to achieve their own growth and development objectives

The team coordinator will:

• Be the first point of contact for the Arts-based Learning and Teacher Development Funds including handling enquiries, scheduling enquiries calls and updating material.

• Provide administrative support for the Arts-based Learning and Teacher Development Funds, covering the whole cycle of grant-making from application to the digital archiving of files after a grant is finished. This includes: overseeing application and assessment processes, sending out declinations, issuing grant offer paperwork, overseeing reporting and payment schedules.

• Provide administrative support for specific Funds outside the Education and Learning through the Arts theme

• Provide administrative support to grant making panels, the TDF Advisory Group and other key meetings including preparation and distribution of papers and minute taking.

• Maintain accurate BlackBaud GrantMaking (Gifts) records and generate reports and correspondence as required, including regular reports of grant instalments due for payment. Maintain an overview of the grants’ systems and monitoring activity so that we know the accurate status of all applications at any time; analysing grants awarded and average turnaround times.

• Work collaboratively with other Grants Assistants and the Business Analyst on continuous improvement of grant-making processes

• Co-ordinate the Arts-based Learning and Teacher Development Fund grantee convening programmes, scheduling and event-managing events both live and online

• Book venues, hotels, hospitality and technical resources for live events and ensure that they run smoothly. Book online events in meeting and webinar formats, organise supporting resources such as jamboards, and coordinate live online events e.g create breakout rooms, organise recordings and transcripts.

• Take part in occasional travel across the UK to visit and engage with Grantees as required. Potentially including overnight stays.

• Co-ordinate communications with grantees and event contributors to ensure that all stakeholders receive timely and accurate information about events and are supported to take part. Maintain accurate records of contacts and GDPR consent

• Oversee prompt issuing of contract agreements to contractors working in the Education and Learning through the Arts programme

• Process financial data as required (e.g.: entering financial data on Access and processing invoices and maintaining spreadsheet records).

• Assist with the administration of Education and Learning through the Arts theme and other PHF events including: scheduling and helping to organise meetings; liaising with external consultants and advisors; responding to invitations and making bookings for conferences, seminars and other external events, diary management and specific administrative support to the Head of Programme

• Liaise with the PHF Communications team to ensure that information about ELA Funds and ELA grantees and their work is accurate on the PHF website and in wider communications

• Provide administrative support to other PHF Funds and initiatives and provide occasional cover for the office reception desk if required.

• Deal with enquiries from potential applicants and others about all areas the Foundation funds and provide occasional cover for the office reception desk if required

Person specification

We recognise that this person specification is extensive, and you may feel you do not meet all the criteria. We are open to making adjustments to the role and how it is delivered to enable those from a broad range of backgrounds and lived experiences to apply.

If you are interested, please apply even if you do not meet all criteria.

Skills, knowledge, and experience

• Relevant office experience in an administrative capacity, including experience of setting up and operating administrative systems and supporting a team.

• Experience of working in or with charities, third sector and/or arts and cultural organisations. This role involves working with schools, and therefore experience of working in or with schools would be of particular interest to us.

• Strong organisational skills and experience of delivering successful projects and events

• Strong multitasker, with the ability to co-ordinate manage multiple aspects of event management including stakeholder engagement both simultaneously and effectively

• Proven track record of an organised and methodical approach to work, combining numerical accuracy with attention to detail and an ability to meet deadlines

• Strong IT skills, including word processing, use of spreadsheets, use of databases to process information and electronic communications including use of Outlook calendars

• Experience of servicing meetings e.g., preparing papers and taking minutes.

• Confidence in managing and coordinating complex meetings and events, both in-person and online

 Behaviours

• Sympathy with the values and aims of the Paul Hamlyn Foundation, and in particular its commitment to social justice and equality, to tackling disadvantage, fighting prejudice, supporting youth voice and participation.

• Articulate, with excellent written and oral skills, and the ability to communicate with and influence a range of audiences

• Confident, resourceful and proactive, with initiative and a problem-solving disposition

• An ability to work effectively with a range of stakeholders, internal and external, including senior staff, trustees, grantees, policy makers and practitioners, teachers and young people

• An ability to work creatively and flexibly in a small team, supporting other colleagues, and with a strong personal commitment to learning and improvement

• Committed to equality and diversity. Diversity, Equity and Inclusion is core to the work of the Foundation, our commitment in this area is crucial to our understanding of our mission and includes a specific commitment to being anti-racist

Desirable

• Experience and interest in grant making

• Experience and interest in arts and cultural education

• Some knowledge of current policy and best practice in schools in at least one of the four UK countries (i.e. England, Wales, Scotland and Northern Ireland).

• Understanding and experience of using databases. PHF currently uses BlackBaud GrantMaking (Gifts)

The Foundation is based in light and recently refurbished offices near Kings Cross in London and we currently work to a hybrid working model with 40% of time worked in the office and the rest a combination of external grantee visits and homeworking. We offer fantastic benefits including

• 25 days annual leave,

• 10% pension contributions

• Enhanced maternity and paternity policies

• Complimentary lunch when in the office.

Interviews are expected to be held in-person on the 30th and 31st of August.