Contract management

• Carrying out due diligence checks on new contractors.
• Maintaining appropriate records in relation to service contracts, including adding and updating contract records on internal systems.
• Processing of all charitable spend ensuring compliance with signed contracts

Special purpose fund management

• Supporting communications with fund holders, including writing and distributing newsletters, and drafting key messages as required.
• Providing assistance to Funding Operations Officers with complex queries and management of spending commitments and related invoices.
• Managing queries from Guy’s and St Thomas’ NHS Foundation Trust Finance staff and fundholders in relation to invoice payments.
• Authorisation of Special Purpose Fund expense claims and invoices in absence of Funding Operations Manager.

General

• Providing cover for the Funding Operations Manager, as appropriate.
• Deputising for the Funding Operations Manager at Executive Investment Committee meetings to contribute to the Funding Operations perspective on discussions about grant applications, due diligences and awards.
• Assist with the development of Salesforce, new or improved processes, and new ways of working through user testing and development of guidance.
• Ensure grants and contract records are accurately maintained.
• Creating and maintaining reports to support effective management of grants and contracts
• Provide absence cover for other Funding Operations team members as agreed from time-to-time.
• Support induction of new colleagues across the Foundation, and development and dissemination of guidance.
• Liaising with Guy’s & St Thomas’ NHS Foundation Trust finance staff to ensure all charitable payments for the Trust are made in an accurate and timely way and provide regular updates and reports regarding payments due and invoices received.
• The post holder will be working in a developing environment and will therefore be expected to undertake other appropriate duties as required for the effective operation of the Foundation.

Role responsibilities are not exhaustive, and you would be reasonably expected to take on wider tasks that are commensurate with the level of your role.

Skills, Knowledge and Expertise

• Self-starter who is adaptable, works with integrity, and exhibits the Foundation’s enterprising, collaborative, inclusive and delivery-minded cultural and behavioural values.
• Willing to learn and develop new skills, and help to develop the knowledge and skills of peers.
• Committed to the principle of continuous improvement, with careful attention to detail and due process.
• Committed to delivering consistent and high-quality customer service to both internal and external stakeholders.
• Good interpersonal skills and able to effectively liaise with both internal and external communities.
• Confident in communicating well, both in writing and verbally, and exhibits listening and influencing skills.
• Problem solving skills, able to use initiative and actively seeks pragmatic solutions.
• Good planning and organisational skills, able to work to multiple prioritised tasks, targets and deadlines, with careful attention to detail.
• Team player, with an ability to support effective working relationships.
• A self-sufficient individual, who enjoys the challenge of working with multiple stakeholders and complex systems.

Knowledge, experience, and qualifications:

Essential

• Familiarity with grant making and grant management processes.
• Familiarity with financial concepts around invoicing and grant payments.
• Able to communicate effectively with others, both verbally and in writing, especially when explaining process.
• Computer literacy.
• Experience of grants administration.
• Experience in financial reconciliations
• Regular use of database/CRM systems, finance systems and grants management systems.
• Experience using the Microsoft Office suite.

Desirable

• Familiarity with Salesforce or other grant management systems.
• Some familiarity with health/social care/voluntary sector technical language and organisations.
• Understanding of contract and supplier management.
• Experience working within the charity sector.
• Report development and data analysis skills

Benefits

• Contributory Pension
• Annual personal development budget
• Annual health and wellbeing personal allowance
• Enhanced maternity, paternity, and parental leave pay accessible without length of service requirements.
• Health and wellbeing programme that offers optional free yearly health check-ups.
• Support for healthy eating via fruit bowls and onsite lunch facilities.
• Agile working, flexible hours, and supportive IT kit.
• Shower facilities and bike lock area.
• Generous annual leave (27 days + bank holidays)
• Subsidies for glasses
• Employee Assistance Programme