Job Title: Executive Assistant to the Director / Grants Administrator
Location Henry Moore Studios & Gardens, Much Hadham, Hertfordshire OR Henry Moore Institute, The Headrow, Leeds
Salary: £20,106 (£31,277 p.a. pro rata) +12.5% pension contribution + other benefits
Job type: Permanent, Part time (22.5 hrs/wk)
Working Hours: Monday to Friday, 9:30am – 2:00pm
Closing Date: 10am, Tuesday 29th March 2022
Interviews: Tuesday 5 April in Hertfordshire / Thursday 7 April in Leeds.
The Role
This is an excellent opportunity to work in an important position in a leading arts organisation. In addition to supporting the Director, this role offers the chance to play a pivotal role in grants management within the largest artist-endowed grant-giving foundation in Europe.
We are looking for a well-organised, highly motivated self-starter and confident communicator, with a keen interest in the visual arts and excellent attention to detail. Our ideal candidate will be highly numerate and literate, with competence in using IT resources and databases – and who can demonstrate a keenness to take the lead on our new grants management system.
This is an ideal role for someone with a background as a personal/executive assistant, administrator or grants officer who wishes to broaden their skills, while working in a part time capacity. The working times are fixed (mornings Monday to Friday); however, this role offers the opportunity for some homeworking, subject to our hybrid homeworking policy. Additional hours are likely to be required around the quarterly grants round, for which overtime will be paid.
Key Duties:
- Provide PA duties and executive support to the Director.
- Handle incoming telephone calls to the Director, screening as necessary;
- Manage the Foundation’s grants programme, including grants enquiries, processing applications, collating and distributing papers for the quarterly Grants Committee meetings, and providing summary reports of decisions/recommendations for the Finance team and Trustee Board;
- Maintain the Grants files, records and archive systems, and manage the grant payment requests and remittance notifications;
- Take minutes of the Grants Committee; and the minutes of quarterly Trustee Board meetings, Investments Committee, Finance & General Purposes Committee (in rotation with other colleagues) as required;
- Administrative duties including: departmental filing, preparing invitation lists for special events and updating contact details;
- Research suppliers and place orders for goods when required; and process departmental invoices and expenses for the Director;
- Provide occasional backup cover for reception and take incoming calls to the Foundation when receptionists are absent or busy as part of the telecom ‘hunt’ group.
- Arrange refreshments for guests visiting the director/VIP meetings;
- Any other duties that may reasonably be required.
About you:
The following experience, skills and attributes are essential [E] or desirable [D] to fulfil this role. These criteria will be used to shortlist potential candidates so, when completing your application form, please give examples of these skills and experiences:
- Previous experience in one of the following roles or similar: personal/executive assistant, administrator, grants officer/administrator [E]
- Knowledge of and keen interest in the arts, ideally the visual arts [E]
- Good communication and listening skills, coupled with discretion [E]
- Confident in face to face and telephone communications and ability to communicate assuredly with senior executives and fundraisers across an international spectrum [E]
- Experience in using databases and enjoys using IT resources, with a curiosity and willingness to learn and become the lead user of the grants management system [E]
- Competent and confident in using Microsoft Outlook, Word, Excel & PowerPoint [E]
- Reliable, highly organised and able to work to deadlines [E]
- Highly numerate & literate [E]
- Excellent attention to detail and accuracy; a tidy worker [E]
- Highly motivated self-starter with a helpful, ‘can do’ attitude to problem-solving [E]
- Experience in taking minutes at executive/board level meetings, or willingness to undertake training – shorthand is not required [D]
- Experience of working in a cultural or charitable organisation [D]
- Flexibility to work occasional additional hours – as detailed below [E]
Additionally, we expect all employees at HMF to share and work to our core values:
- Generous & Inclusive: work together, share across teams, nurture relationships and enable others
- Respect & Value: be ethical, respect differences, listen to others and acknowledge effort
- Visionary & Creative: forward thinking, enthusiastic, keep learning, inspire and engage others
Please click on the APPLY button to be directed to the Foundation’s careers page to review the full recruitment pack and job description and complete the application form.
Candidates with experience or relevant job titles of: Executive Assistant, EA, Executive Assistant to CEO, Executive Assistant to the Managing Director, Grants Administration, Grants Assistant, Office Assistant, and Office Manager will be considered for this role.
