Grant Application Coordinator (Charity Administration)

Permanent

Redditch

Posted 5 days ago

About the role

This role within the Oakland Foundation is responsible for developing, managing, and supporting the Foundation’s engagement with the communities surrounding Oakland’s workplaces. This involves creating and implementing a community strategy, overseeing the grant application and assessment process, managing relationships with food dispersal partners, and coordinating the Foundation’s ambassadors and champions. The role also focuses on promoting the Foundation’s work, building relationships with sponsors and beneficiaries, facilitating employee volunteering, and reporting on the Foundation’s impact and activities. Essentially, this individual acts as a key link between the Oakland Foundation, its sponsors, the local community, and the beneficiaries it supports.

Job Purpose

To develop and support a recognisable engagement programme for the communities in and around the sponsor workplaces via the Oakland Foundation.
To co-ordinate the Oakland Foundation application and assessment process; providing grant support, maintaining systems of recording, advising on decision making and facilitating grant giving processes.
To manage and monitor Oakland’s relationship with food dispersal partners, producing regular feedback reports.
Manage the Foundation Ambassadors and Foundation Champions to achieve agreed outcomes.

Key Tasks / Responsibilities

To develop and support a recognisable engagement programme for the communities in and around the sponsor workplaces via the Oakland Foundation.
To co-ordinate the Oakland Foundation application and assessment process; providing grant support, maintaining systems of recording, advising on decision making and facilitating grant giving processes.
To manage and monitor Oakland’s relationship with food dispersal partners, producing regular feedback reports.
Manage the Foundation Ambassadors and Foundation Champions to achieve agreed outcomes.
Develop and implement a clear and consistent community strategy for The Oakland Foundation across all sponsor workplaces.
Create and maintain a compelling marketing presence which encourages suitable beneficiaries to apply for grants.
Oversee and develop the initial sifting and recommendation processes for grant decisions.
Propose, monitor and report upon progress in relation to the Oakland Foundation Annual Budget.
Act as a relationship manager between the Trustees, sponsors and beneficiaries seeking financial assistance.
Develop on-going relationships with all sponsors to ensure that key information in relation to the Oakland Foundation and charitable giving is communicated and reported upon.
Actively promote the Oakland Foundation within sponsor workplaces and externally using appropriate forms of communication.
Work closely with communications/ marketing teams to produce PR and share good news stories relating to the Oakland Foundation.
Evaluate the positive impact that the Oakland Foundation has upon both the sponsors and beneficiaries receiving grants.
Engage and build partnerships with those receiving Oakland Foundation support and actively seek opportunities for sponsor employees to volunteer with beneficiaries.
Capture, record, report and promote all sponsor employee volunteering activity and food dispersal activity.
Preparing a Trustee monthly board report – detailing figures to include applications, effectiveness of past grants, no. of volunteer hours used, levels of food dispersal/disposal by depot site.
Create and deliver content for the Oakland Programme to educational establishments.
Respond to day-to-day enquiries from potential and existing applicants via general email addresses, direct emails and phone calls.
Provide objective observations, including constructive feedback to rejected applicants when requested.
Communicate decisions made by Trustees to applicants via email, including any conditions and feedback.
Represent the Oakland Foundation at various events as required, working alongside sponsors to promote the work of the Foundation.
Work closely with QA teams at each Oakland site to form and maintain relationships with charities, ensuring the maximum amount of edible food is dispersed.

Generic Responsibilities

To participate fully in any Personal Performance and Development process offered and to undertake training and development relevant to your role.
Completion of weekly logs to record activities and progress.
To contribute to the development of a respectful and mutually supportive working environment in accordance with our values.
Support the team to monitor and control the use of resources.
Build effective working relationships with colleagues.
To comply with all Oakland policies and procedures, especially your own duty of take care towards your own personal health and safety and that of others who may be affected by your actions at work.
Maintain employee, organisational and beneficiary confidentiality in line with the Data Protection Act

Financial Responsibilities

Timely and accurate completion of expense claims for agreement by Trustees.

Other

This job description describes the main responsibilities of the post holder. As circumstances change, they may be amended to reflect new requirements of the post, but levels of responsibility and the nature of duties will remain consistent. The post holder will be fully consulted on any significant changes.

The job description is not intended to cover in detail all the tasks required of the post. The post-holder will be required to carry out other associated duties necessary to provide an effective service and deliver the key areas of responsibility. These duties will not be unreasonable and will be appropriate to this level of post.

Skills / Abilities / Knowledge / Experience

Strong organisational, administration and planning skills, particularly on project work.
Excellent written, numeracy and communication skills.
Experience in using Microsoft packages (e.g. Excel, Word, Outlook, Power point and Publisher).
Genuine interest in community projects and the environment.
Experience of working to timelines.
Ability to demonstrate delivery against targets or goals.
Ability to collate, analyse and interpret data; experience of presenting results and infographics is desirable.
Prior work experience in a team or people-facing environment.
Experience of working either within the charity or not-for-profit sector; within schools or children focused community based organisations.

Education / Qualifications / Licence

Good standard of written/spoken English & Maths.
Full UK Driving Licence.
3 x A Levels A – E
First degree or similar qualification
Appropriate vocational qualifications at level 3 or above.

Job Types: Full-time, Permanent

Pay: £32,000.00 per year

Benefits:

Canteen
Company pension
Cycle to work scheme
Discounted or free food
Free flu jabs
Free parking
On-site gym
On-site parking

Job Features

Job Category	Office
Department:	Oakland Foundation
Weekly working hours:	40
Salary	£32,000 P/A
Responsible for:	n/a
Authorised by	KH

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Applicant Privacy Notice (GDPR Compliant)

Data controller: Oakland International Limited
Seafield Lane, Beoley, Redditch. B98 9DB

As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation collect?

The organisation collects a range of information about you. This includes:

your name, address and contact details, including email address and telephone number
details of your qualifications, skills, experience and employment history
information about your current level of remuneration, including benefit entitlements
whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process, and
information about your entitlement to work in the UK.

The organisation may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews, publicly available information or other forms of assessment.

The organisation may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does the organisation process personal data?

The organisation needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

The organisation may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The organisation processes such information to carry out its obligations and exercise specific rights in relation to employment.

For some roles, the organisation is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied.

Who has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area for which you may be considered and IT staff if access to the data is necessary for the performance of their roles.

The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

The organisation will not transfer your data outside the European Economic Area.

How does the organisation protect data?

The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does the organisation keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the relevant recruitment process. At the end of that period, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

access and obtain a copy of your data on request
require the organisation to change incorrect or incomplete data
require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing, and
object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact Donna Frost, HR Advisor at the Data Controller office address, or by emailing HR@oakland-international.com
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.