Grants Assistant – Migration 

Introduction 

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.  

The Foundation is based in light and recently refurbished offices near Kings Cross in London. The design and facilities, we hope, fosters collaboration and networking between the staff and amongst grantees. At the moment, we are hybrid-working, asking colleagues to spend at least 40% of their time in the office to facilitate learning and knowledge sharing. 

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 our activity. 

Grants Assistant – Migration Role Overview 

Shared Ground Fund 

The Shared Ground Fund was created in 2015 to help ensure those who migrate to the UK can get the support they need to settle and thrive, and that communities experiencing migration become stronger and more connected. Since 2015, we have awarded over £25 million and supported 160+ organisations. We currently grant c. £5 million per year to organisations working towards migrant justice in the UK. 

In close collaboration with migrants and those working on migration justice, our team has recently reviewed our priorities and criteria, which includes an updated analysis of how positive change might happen, our role in facilitating that change, and the types of work we are keen to support across the UK. 

This new iteration of our Fund expands our vision to ‘a world in which everyone is free to move, and no one is forced to move’, and will support work that is rooted in: 

• amplifying the skills, knowledge and experiences of migrants and diasporic communities most affected by injustice. 

• shifting power towards migrants and diasporic communities most affected by injustice. 

• solidarity and collaboration across communities, building towards change that benefits us all in the UK and globally. 

• unlearning and challenging the harm, inequity, and oppression in our current systems. 

• learning, reflecting and being responsive to what has and has not worked. 

More information about our funding review process is available on these two blogs: 

• What kind of future do we want, and how do we get there? 

• How can funders better support organisations working towards migrant justice? 

What will be my main contribution? 

You will provide administrative support to a team of grant-makers that comprises a Head of Programme and Grants Managers, as well as some PA support to the Head of Programme. This includes coordinating our learning exchanges with the migrant justice and social justice fields, such as visits, residentials, training sessions, etc. You will also play a key part in helping us better understand the impact of our funding strategy, collating and supporting data analysis to identify issues, trends, gaps, and opportunities to support our team’s ongoing learning. 

You will 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.  

Who will I report to? 

You will report to the Head of Programme – Migration who leads on this theme. 

Who will I line manage? 

You will not have line management responsibilities. However, you will be expected to work in a small and fully interconnected structure that relies on collaboration, flexibility, and the ability to operate within both formal and informal reporting relationships.  

What other key internal relationships will I have? 

You will work closely with the rest of the Grants team to manage grants, relationships and events with grantees and with colleagues in the Finance and Resources team to ensure good and effective grant management. You will also work with our Evidence & Learning team and PHF’s Business Analyst to help us better understand our portfolio and ensure we are progressing towards and learning from our Fund’s strategy. You will, on occasion, work with the Communications team to provide material for publication, etc. 

What budget responsibility will I have? 

Not applicable.  

Main Responsibilities 

Grant-making and management support 

• Act as the first point of contact for the Migration Fund including handling enquiries, scheduling and managing pre-application enquiry calls, updating the system, etc. 

• Provide administrative support primarily for the Migration Fund, 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, preparing and distributing panel papers, minute taking, scheduling and setting up of hybrid meetings and IT, etc. 

• Maintain accurate records within our system (i.e. BlackBaud GrantMaking (Gifts)), ensuring application status, contacts, reporting and payment timelines are up to date, and generate reports and correspondence, as required. 

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

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

• Support with diary management and other administrative support to the Head of Programme. 

• Provide administrative support for specific Funds outside the Migration Fund, including occasional cover for the office reception desk as needed. 

• Support PHF’s wider grant-making priorities and programmes, including by providing administrative support, contributing to grant decisions, coordinating engagement with panel advisors, trustees, etc. 

Learning support 

• Oversee regular portfolio analysis assessments to help us better understand our portfolio and ensure we are progressing towards and learning from our Fund’s strategy, together with the Head of Programme, Grants Managers, Business Analyst, Evidence & Learning team, and our external learning partners. 

• Coordinate the development and oversee the accurate coding for our Migration Fund building on our funding criteria and aims. 

• Work with the team to support the analysis of interim and end of grant reports to identify trends and patterns in the field, opportunities and challenges experienced by grantees, and areas for additional support by funders. 

• Support the team’s planning and capacity management by developing and maintaining data dashboards with an overview of grants awarded, application trends, turnaround times, etc.  

Events and knowledge exchange support 

• Oversee the planning of visits to grantees and events, including sending our invites, managing attendance, booking venues, accommodation, travel, handling expenses, invoices, liaising with providers, supporting agenda development and dissemination, etc. 

• Coordinate the annual Migration Residential from design, delivery and evaluation, working closely with the team, grantees, speakers and facilitators, and partner funders.  

• Take part in occasional travel across the UK to visit and engage with grantees as required, in some cases including overnight stays.  

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 adjusting 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. 

We especially encourage applications from candidates with experience of systemic oppression and/or of immigration to the UK. 

We do not provide VISA sponsorship.

Essential experience and knowledge 

• Ability to provide administrative support to small and dynamic team, including ability to oversee diaries, take minutes, prepare papers, coordinate priorities across a range of stakeholders, etc. 

• Understanding of and/or interest in the issues effecting migrant, asylum seeking and refugee communities in the UK. 

• Excellent organisational skills, including methodical approach to work, combining numerical accuracy with attention to details and ability to effectively coordinate multiple and competing deadlines. 

• Ability to work effectively with a range of stakeholders, including grantees, learning partners, staff, consultants, contractors, and other funders. 

• Ability to analyse and synthesise complex information and numerical data, effectively drawing conclusions and recommendations. 

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

Essential behaviours and ways of working 

• Alignment with the values and aims of the Paul Hamlyn Foundation. 

• Organised, resourceful, and proactive, with a problem-solving disposition. 

• Excellent written and oral communication skills. 

• Collaborative and flexible approach to team working. 

• Strong commitment to learning and improvement. 

• Commitment to equality, diversity and inclusion, which are core to the Foundation’s work and crucial to our understanding of our mission and includes a specific commitment to becoming an anti-racist funder. 

Desirable experience and knowledge 

• Knowledge of the UK’s migrant justice field, including organisations, grassroots groups and individuals working in this space. 

• Understanding of power and how it plays out, and impact on individuals and communities that experience intersectional oppression and marginalisation. 

• Experience or interest in grant-making. 

• Experience organising or managing events. 

Terms and conditions 

• Salary circa £32,000 per annum; 

• 25 days leave per annum, plus statutory holidays. 

• Employer pension contribution of 10% 

• Medical, permanent health and life insurance (once probation period passed) 

• There will be a probationary period of three months. Subject to satisfactory completion of this period the contract will be a permanent one which can be terminated by either party on giving three months’ notice. 

• Full time post, 35 hours per week but we are open to discussing hours/days depending on the circumstances of the successful candidate. 

• Office hours are normally 9am – 5pm Monday – Friday, but flexible working is possible around core hours of 10am – 4pm. 

• Some flexibility is required from team members around evening work and travel to and from events and meetings.  

• PHF operates a hybrid working policy and you will be expected to work at least 40% of your time in the office with the option to work up to 60% of your time from home. The contractual place of work for this role is 5- 11 Leeke Street, London WC1X 9HY.