Grants Administrator
Salary £ 28,300 - £29,750
Hybrid - Rugby/Homebased
Vacancy listed 04/11/2024
Application deadline 02/12/2024
Details
job title: grants team administrator (maternity cover, 10 months) 
place of work: hybrid (2 days in the office at Rugby, 3 days working from home) 
department: support services 
reporting to: grants officer 

caba's purpose
As an occupational charity, caba helps the ICAEW (Institute of Chartered Accountants in England and Wales) community thrive by equipping individuals with the practical, emotional, or financial tools to manage whatever’s in front of them, from everyday situations to exceptional life-changing circumstances. Our vision is that everyone in the ICAEW community can fully participate in life.

values    
We make a difference
We work best together
We do the right thing
We are dynamic
 
 Our values drive the way we behave and our ways of working to ensure we make things happen. We work collaboratively and strive to get the best from each other, so our people are expected to behave in a way that is in line with our values 

your role purpose
to provide essential service to the grants the team, ensuring all client service processes are followed with a particular focus on financial support and service invoicing. Ensuring caba provides impactful solutions to a variety of presenting issues for people in need to help them achieve longer term sustainability through caba’s services.
 
what you’re responsible for 
 
grant making and payments:
1.     take ownership and create, update, and maintain support service purchase orders and invoicing processes to completion, liaising with the service providers accounts teams when appropriate. 
2.     take ownership and maintain  awards, service user and partner services  payment processes within the CRM and Accounts systems to produce  payment runs for both UK and international cases with accuracy. 
3.     reconcile and address discrepancies relating to invoices and bank details for service users and partner services in a timely and efficient manner. 
4.     support the Grants Officer in the management and review of the grant policy and processes within support services. 

support fund 
1.     administer and contribute to the Support Fund Meeting (SFM)Team meeting, ensuring that decisions regarding approval and decline payments are recorded in detail.
2.     contribute to reviews and assessments of financial support as appropriate, ensuring payments are made in a timely and efficient manner. 
3.     carry out any service user payment required for the Support team, ensuring payments are made in a timely and efficient manner. 

additional responsibilities:
1.     contribute to the development of service user outcome surveys making recommendations for improvements to service delivery to the Grants Officer based on service user feedback.
2.     collaborate with the accounts team to implement streamlined processes and workflows across departments, ensuring a highly efficient payment process.
3.     provide administrative support to the Grants Officer and Accounts Officer during the annual audit and  annual discretionary donations. 
4.     keep accurate and timely records to ensure high quality data is input on the CRM system for the purpose of continuity of support, information retrieval, statistical monitoring and report preparation.

your attributes 
 
knowledge and understanding:
·       a knowledge of office systems and processes and able to use Microsoft Office
·       an understanding of financial processing in relation to caba’s processes
·       an ability to review processes and make recommendations for change
·       safeguarding (adults and children)
·       understanding of quality assurance practices to evidence what we do – we do well
 
skills and abilities:  
·       ability to work to agreed objectives and within caba’s procedures and processes
·       able to plan and manage own workload and meet deadlines. Be able to contribute to the work of colleagues to ensure continuity of service and support to service users 
·       excellent IT skills including the ability to use Word, Excel, Outlook, Dynamics and Microsoft Teams
·       excellent written and verbal communication skills including the ability to keep accurate records with great attention to detail 

 
experience: 
·       experience in using case management and accounting systems including input and retrieval of data for reporting purposes
·       experience of administrative processes and a track record of improving these processes
·       experience of working with databases and spreadsheets 
·       experience in effectively handling administrative, procedural and accounting tasks and stepping in as directed by the grants officer to ensure smooth and efficient operations
 
qualifications:   
·       GCSE English and Maths 
·       safeguarding level 2
 
as a member of the caba team you will: 
  • contribute to caba’s vision and strategic aims, through the delivery of the operational plan, within the remit of your role. 
  • take responsibility for your own health, safety and wellbeing.
  • treat all colleagues, customers and stakeholders fairly, with dignity and respect. 
  • have an understanding of equality, diversity and inclusion and the ability to apply your knowledge to your role.
  • have an understanding of sustainability and the ability to apply your knowledge to your role.
  • carrying out any other reasonable and necessary duties within the remit of the role and grade.
Benefits

You’ll enjoy up to 10% pension contributions, private medical insurance, income protection insurance and a generous holiday allowance of 25 days per annum, plus bank holidays.
We work in a flexible hybrid model - one that creates the opportunity to work in your own way from home, but also provides a great opportunity to collaborate with our colleagues at our office. Many of our colleagues have varied working patterns so we’re open to talking about the flexible working arrangements that could work for you.

This vacancy has now been closed