Ea To Director Of Grants And Grants Team Assistant

We are looking for an individual to join the Rothschild Foundation to provide administrative support for our Grants Team and Executive Office.

The Rothschild Foundation continues the philanthropic tradition of the Rothschild family and their longstanding support of arts and heritage and the environment.

Central to the foundation's vision is an ongoing commitment to Waddesdon Manor, one of the last remaining 19th century Rothschild houses. Waddesdon and its unique setting inspires our areas of interest which we explore and develop through grant-making, major projects, discussion and debate.

Our grant-making includes two open access application programmes in Buckinghamshire and a wider UK programme where we pro-actively identify organisations to work with in our areas of interest. Currently these include Arts and Culture and Regenerative Food and Farming, connecting with activity at Waddesdon Manor and Estate, the home of the Foundation. We value the balance in our funding approach of flexibly responding to local need alongside a deep dive into the specific interests of Trustees. This combination makes the Foundation an interesting and progressive place to work.

The Foundation also manages a variety of other projects, including an art collection, the care of the state rooms at Spencer House in London, and the Golden Mede housing development in Waddesdon village.

Purpose and Scope:

The role will focus on providing support to the Director of Grants, and will also involve supporting the wider Grants Team, with all aspects of the day-to-day running and administration of grant-making programmes. As members of the Grants Team often travel and work remotely, the role will provide vital office-based support to enable the team to work most efficiently. Being the key first point of communication in the office, we are looking for a self-starter, with the drive to work independently to support the Grants Team.

The role will also work closely with the EA to the Executive Board, and other members of the Business Support team, acting as an ambassador for the Grants Team within the Foundation and at Waddesdon.  

In our organisation we are looking to increase the diversity of our workforce and welcome applicants from diverse backgrounds to apply for this role.

Whilst the role will be primarily office based, we are open to discussing some flexibility for hybrid working.

Key Responsibilities:

EA duties for Director of Grants

• Complex diary management and administrative support for Director of Grants and, on occasion, the wider Grants Team. This will include  arranging meetings both internally and externally, with significant liaison with external stakeholders required, and compiling detailed travel itineraries as necessary.
• Email management support for the Director of Grants, proactively following up, where appropriate.
• Credit card and expense processing on a monthly basis.

Office Management:

First point of contact for general enquiries to the office via telephone, post and email  This will include monitoring the Foundation ‘Info’ inbox and responding to messages or escalating to the relevant colleague in a timely manner. First point of contact for visitors - meeting and greeting, providing refreshments at meetings. Providing proactive office management, including stationery orders, and liaising with the IT department for the team’s IT support needs. Fire warden duties (training will be provided).  

Grants Team Administration:

• Co-ordinating weekly Grants Team meetings, using the Trello system to construct meetings agendas and to proactively follow-up on assigned actions.
• Supporting the co-ordination and production of the biannual Grants Committee papers.
• Assisting the Grants Operations and Data Manager with updates to Rothschild Foundation website, social media presence and Grants team newsletter.
• Support the Grants Team in delivering the Charity of the Year initiative with Waddesdon Colleagues, including leading on event management.
• Providing event management and project support, as required, e.g. for the annual Grants Networking Session, strategic environmental and cultural events which involve local, national, and international guests.

Business Support:

• Work flexibly, and collaboratively, with the EA to the Executive Board, and with other Business Support staff across the RF as needed.
• Liaison and support for Foundation Trustees, including with logistical arrangements and production of papers for Trustee Board meetings, and co-ordination of Trustee attendance at grantee events.
• Attend the weekly Business Support meetings and updating on Grants team activity.
• Providing cover for the EA to the Executive Board, and other EAs as necessary.

Other duties:

Such other reasonable responsibilities that may arise in the furtherance of the RF’s work and wider projects.

Skills and Experience:

Essential:

• Relevant office experience in administration, including experience of supporting a team and diary management.
• Experience of supporting meetings e.g. preparing papers and taking minutes.
• Excellent computer skills including Word, Excel and Outlook as well as demonstrable experience using databases, including accurate data entry.
• Confident and articulate, on the telephone and in person, with the ability to communicate effectively with a range of audiences – both verbally and in writing.
• Strong numeracy and literacy skills, including the ability to write clearly and concisely
• Strong organisational skills and experience of delivering successful projects within tight deadlines.
• A motivated self-starter with a proven track record of taking own initiative. Ability to work independently.
• A collaborative approach and a strong team player. Highly organised with excellent attention to detail.
• Ability to work under pressure and successfully deliver projects within tight deadlines.
• Warm and friendly, with an enthusiastic approach.
• Must possess a full, clean driver’s licence and have access to a car.
• Experience working with a range of internal and external stakeholders, including senior staff, committee members, Trustees, grantees and applicants.
• Knowledge of databases and computer packages.  

Desirable:

• An interest in the Foundation’s areas of work.
• Previous experience in the charitable/non-profit/local government sectors.

Terms and Conditions:

Contract Type: Permanent full time with the Rothschild Foundation

Annual Salary: £27,000 per annum

Hours: A minimum of 37.5 hours per week, Monday – Friday.

Annual Leave: From start date, 33 days (including public holiday)

• After three full years of service: 36 days (including public holidays)
• After five full years of service: 38 days (including public holidays)
• After ten full years of services: 40 days (including public holidays)   

Benefits: 

• 50% discount from our on-site catering takeaway
• 20% staff discounts in our on-site Restaurant and Shops.
• Matched pension contribution. Employer matched up to 10%.
• Beautiful location working within the charity and heritage sector.
• Free parking.

In order to be considered for this role, please submit your CV along with a covering letter explaining how your experience and skills match those outlined above and email via the button below.

Closing Date: midnight, Thursday 7 March 2024.

Interview Date: Monday 18 March 2024.