Funding Operations Officer

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Job Ref.: 
Job Location: 
London SE1
Recruiting For: 
a full time job position
Exact Salary: 
£24,000 - £26,000 p.a.
Salary and Benefits: 

Annual salary of £24,000 - £26,000 p.a. plus pension and other benefits.

37.5 core hours of work, and 27 days holiday (increasing with years of service) plus bank holidays

Closing date is Monday 21 October at 9:00 am


First round of interviews: Friday 1 November

Second round of interviews: Thursday 7 November

Number of vacancies: 
I would like to receive applications from residents in: 
Lambeth and Southwark
Job Description: 

Overview We are looking for a Funding Operations Officer to join our Finance and Operations team.

The Finance and Operations team is a vital part of the Charity’s ability to make an impact and improve health in Lambeth and Southwark and uses cutting edge software, including Salesforce and Tableau, for its operating systems and business intelligence.

This role is responsible for administering the Charity’s grants and special funds on a day-to-day basis and for responding to incoming enquiries and other communications from grant applicants and fundholders. The role also supports the Finance and Operations team in ensuring accurate reporting and compliance with our procedures and informs the wider organisation with high quality reporting on grants and special funds.

This is an excellent opportunity to join an experienced and growing team at an exciting time as we implement increasingly sophisticated systems for grants management and reporting, and continually develop innovative ways of working to support colleagues both internally and externally.

We are looking for an approachable and ambitious individual who works well in a team, with a keen interest in developing their skills and experience, particularly around great customer service and grant administration.

The role will support the Charity’s work through both our Funding and Trust Engagement teams to improve the health of people living in Lambeth and Southwark. The role also manages claims to our special funds, which are the restricted donations for use at Guys and St Thomas’ hospitals, of which we currently have over 150.


Job description

The Funding Operations Officer is a key role in the Finance and Operations team, that provides operational and financial support across the organisation.

The role is responsible for:

  • Processing grants applications, contracts and special fund expenditure accurately and efficiently
  • Maintaining the grants management system and other records as necessary, ensuring systems are kept up to date to provide an accurate and true record of activity
  • Responding to a wide range of enquiries from members of the public including hospital staff, grant holders and colleagues in a professional, helpful and timely manner
  • Assuming joint responsibility with the rest of the Finance and Operations team for: maintaining the accuracy and integrity of the grants management system; preventing fraud; providing cover for absent colleagues when required; and performing any other tasks as may reasonably be required to support the effective operation of the team

Reporting to Funding Operations Manager



Grants administration (Programmatic, Trust Engagement and Special fund grants):

  • Process grants applications from submission of ideas through to decision, following agreed processes and workflows.
  • Assist with the management of post-decision workflows, including finalising letters of offer, setting up and monitoring payment and reporting schedules, requesting reports and invoices and actioning grant closures, extensions and write back of funds.
  • Respond to enquiries from grant applicants and escalate more complex enquiries to the appropriate person.
  • Process grants-related invoices for payment, including the logging, scanning and monitoring of approval of invoices.
  • Maintain and appropriately file grant-related correspondence and documentation.
  • Generate reports and provide information and support as required relating to applications and grants for the Funding and Trust Engagement teams.
  • Carry out basic due diligence checks on grant applicants.
  • Support colleagues to draft and execute contracts with service suppliers and maintain reports around these.
  • Support the production of meeting papers and reports


Special fund administration

  • Process Special fund expense claims and invoices, ensuring all payments are made in a timely fashion and flag issues regarding invoices with key partners and work together to ensure accurate invoicing. 
  • Build relationships with fundholders and support them as required in the management of their fund. 
  • Support the Trust Engagement team to obtain spending plans and other reports from fund holders
  • Produce monthly fund statements and distribute to fund holders
  • Maintain up-to-date and accurate records of fundholders and other information relating to the funds
  • Manage communications with fundholders including creating content for newsletters, drafting key messages, and sending out welcome packs for new fundholders.
  • Respond to enquiries from fundholders and escalate more complex enquiries to the appropriate person. 
  • Maintain and appropriately file special fund related correspondence and documentation
  • Generate reports and provide information as required relating to funding balances, income and spending, fundholders, activity and actions, both internally and externally.



  • Generate mailing lists based on specific criteria and undertake mailings (e.g. fund holder newsletters)
  • Assist with the development of Salesforce, new or improved processes, and new ways of working through user testing and development of guidance
  • Provide absence cover for other Finance and Operations team members as agreed from time-to-time 
  • The job 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 Charity


Person specification

Knowledge and qualifications

  • Able to communicate effectively with others, both verbally and in writing, especially when explaining process (essential)
  • Computer literacy (essential)
  • Some familiarity with health/social care/voluntary sector technical language and organisations (desirable)
  • Some familiarity with basic financial and grants related terms and concepts (desirable)



  • General office administrative experience with exposure to a variety of processes and activities (essential)
  • Experience using the Microsoft Office suite (essential)
  • Customer-facing or enquiries related experience (essential)
  • Regular use of database/CRM systems, finance system or grants management system (desirable)
  • Experience in drafting and reviewing supplier contracts (desirable) Skills, attributes and abilities
  • Self-starter who is adaptable works with integrity, and exhibits the Charity’s enterprising, collaborative 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


Please forward your CV to in the first instance and be given an application form. 

Closing date is Monday 21 October at 9:00 am


First round of interviews: Friday 1 November

Second round of interviews: Thursday 7 November

Person specification and Experience required: 




To apply for this job please email us a cover letter and your most up-to-date CV.

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