About us

The Paul Hamlyn Foundation 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 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 though all of our activity.

Grants Assistant role overview

This is a 12-month maternity cover opportunity and we anticipate the role will start in mid-June.

You will provide administrative support to a team of grant-makers that comprises a Head of Programme and four Grants Managers, as well as some PA support to the Head of Programme.  This team is focused on our theme of widening arts access and participation in the arts, through the Arts Access and Participation Fund and a series of other strategic grants and programmes. The team also supports two programmes within the Foundation’s supporting imaginative people to nurture exciting ideas theme; Breakthrough Fund and Awards for Artists.

 You will work with colleagues to build and support relationships with a diverse network of grantees, partners and artists and work closely with the portfolio of organisations that Paul Hamlyn Foundation funds through our various funds and programmes, supporting those organisations to help us to achieve our strategic priorities and to achieve their own growth and development objectives.

Reporting to the Head of Programme, you'll work closely with the rest of the Grants team to manage grants and relationships with grantees, and with colleagues in the Finance and Resources team to ensure good and effective grant management. You will also occasionally work with and support the work of the Communications and the Evidence and Learning teams

You will;

• Be the first point of contact and advice for a designated Fund (or Funds), handling enquiries, updating material, etc.

• Provide administrative support for this (these) designated Fund(s), covering the whole cycle of grant-making from application to the archiving of files after a grant is finished.  

• Ensure the Foundation’s grants management database (Blackbaud) is accurate and complete for areas you are working on. Input grant applicants’ information on the Blackbaud database and, depending on the assessments made by the team, either seek further information or decline applications

• Maintain accurate Blackbaud records throughout the lifetime of awards and generate reports 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.

• Manage the Awards for Artists online application system (Open Water) and contact database, working alongside a Grant Manager, to keep records up to date and GDPR compliant.

• Issue offer letters and associated documents using standard templates, ensuring these are issued promptly and accurately and the necessary documents are returned from applicants.

• Maintain hard copy files for the team’s grant portfolio, and undertake regular archiving of records.

• Provide administrative support to grant making panels and assist in the preparation and distribution of internal papers for decision-making meetings.

• Minute taking at panels, decision-making meetings and programme management meetings.

• General administrative support to the Head of Programme– arranging meetings, travel and accommodation; responding to invitations and making bookings for conferences, seminars and other external events.

• Provide support in preparation for, and in-person at grantee visits across the country. This may involve nationwide travel and overnight stays.

• Deal with enquiries from potential applicants and others about all areas the Foundation funds.

• Supervise temporary administrative staff when needed at peak times. 

• Assist with the administration of the Foundation’s events; input financial data on Access and process invoices; manage mailings, maintain databases; make travel, accommodation and catering arrangements; schedule and help to organise meetings; coordinate events; liaise with external consultants and advisors. 

• Assist with background research and information on existing and new programmes.

• In consultation with the communications team, update the PHF website with information on grantees and their work.

• Process financial data as required (e.g. entering data on the Foundation’s accounting system and maintaining spreadsheet records).

• Provide administrative support to special or new projects as 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.

• Knowledge and/or interest in one or more of our strategic priority areas and with charities, third sector and/or arts and cultural organisations. We welcome those with lived experience relating to our funding areas.

• Strong organisational skills and ability to deliver successful projects.

• 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 and virtual communication applications.

• Confidence in the use of common office technology to support hybrid meetings.

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

 Behaviours and ways of working

• Sympathy with the values and aims of the Paul Hamlyn Foundation with an emphasis on our commitment to diversity, equity and inclusion

• Excellent written and oral communication skills.

• 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, and young people.

• Collaborative work style with an ability to work creatively and flexibly in a small team.

• A strong personal commitment to learning and improvement.

Desirable

• Understanding and experience of using Blackbaud grants management database and online application systems.  

The Foundation is based in light and recently refurbished offices near Kings Cross in London. We offer fantastic benefits including 25 days annual leave, 10% pension contributions and enhanced maternity and paternity policies and complimentary lunch when in the office.

Interviews are expected to be held w/c 15th May.