Job title: Grants & Charity Administrator
Full time (37 hours per week)
Reports to: 
Grants Manager
c. £20,000 p.a.
Whitefriars, Lewins Mead, Bristol, BS1 2NT

Closing date is Friday 20th May.

To apply, please send your CV and cover letter to [email protected]

Fantastic opportunity to join the Grants team at Bristol & Weston Hospitals Charity and help do great things to improve the health and happiness of patients in our 10 NHS hospitals in Bristol city centre, South Bristol & Weston-super-Mare.

This is a wide-ranging and varied role where the post holder will be the primary contact for enquiries regarding grants made by the charity, as well as provide administrative assistance to the Grants, Finance and Fundraising abd Marketing Teams and the Chief Executive’s Executive Assistant.

The ideal candidate will have experience of providing administrative assistance in a busy office, excellent organisation skills & attention to detail and good numeracy and literacy skills.

Excellent interpersonal skills are required, with the ability to build & manage internal & external relationships with a wide variety of people at all levels.

This is an amazing opportunity to join a close, collaborative and supportive team working together to do great things for Bristol and Weston hospitals.

Job Summary

Reporting to the Grants Manager, the role is the primary contact for the Grants Department for enquiries regarding grants.  The post holder will be responsible for providing administrative assistance to the Grants, Finance and Fundraising and Marketing Teams as well as aiding the Chief Executive’s Executive Assistant.  The post holder will be required to demonstrate integrity and confidentiality due to the handling of confidential information.

The post holder must have good organisational skills, good attention to detail, be numerate and literate.  The post holder must have excellent interpersonal skills, enabling them to build and manage internal and external relationships with a wide variety of people at all levels. 


Main Duties and Responsibilities

Grants Team:

  • Be the initial point of contact for all grant enquiries
  • Respond to all grant queries in a timely and efficient manner
  • Assess grant requests up to £250, ensuring all relevant paperwork is complete and prepare these for approval by the Grants Manager and Head of Grants at a weekly panel meeting
  • Monitor the grants inbox and allocate enquiries to members of the team as appropriate
  • Provide advice to potential applicants on the application process and provide all supporting documentation to enable them to apply
  • Log all grant applications onto the database and log any enquiries
  • Once a grant has been approved, allocate a GA number, prepare approval emails as required and upload commitments onto Exchequer
  • Ensure all grant requests are managed and administered effectively, ensuring high levels of customer care
  • Assist the Grants & Funds Officer in the maintenance of records for all individual funds held
  • Respond to requests from Fund Advisors for information on their funds – balance, printouts, explanation of entries, etc.
  • Assist the Head of Grants & Grants Manager with any administrative needs as required.

Finance Team:

  • Provide support for the Finance Team, for example opening the post at particularly busy times, for example, after supporter mailings
  • Provide support in processing donations
  • Help to ensure processes and systems are efficient & effective to capture & deal with data
  • Provide cover for colleagues where necessary

Fundraising and Marketing Team:

  • Collate and send information and materials as requested by volunteer fundraisers and supporters including fundraising packs, forms, t-shirts, banners and ensure sufficient stock in place and items returned where appropriate
  • Assist with Charity events, including managing guest lists, sending invitations, ticket sales, sourcing and booking venues, producing name badges
  • Assist at various internal and external events, which may require occasional weekend working for which time off in lieu will be allowed
  • Compile mailings, prepare materials for posting & franking, prepare fundraiser certificates

Charity administration assistance:

  • Assist the Chief Executive’s Executive Assistant with arranging internal and external meetings
  • Assist the Chief Executive’s Executive Assistant with the preparation of the Agenda for Trustee and Committee meetings, including photocopying, collating and sending out papers
  • Assist the Chief Executive’s Executive Assistant with setting up meeting rooms for Trustee and Committee Meetings, including organising refreshments etc.
  • Assist the Chief Executive’s Executive Assistant with any administrative tasks relating to new starters such as arranging passes etc.
  • Arrange birthday cards, collections when appropriate when colleagues leave, get married, etc.
  • Assist with any other ad-hoc tasks as may reasonably be required


General Information

Job Descriptions

All job descriptions are subject to review and do not form part of the terms and conditions of employment.  Job holders are expected to be flexible and be prepared to carry out any similar or related duties which do not fall within the work outlined.  Any review will be undertaken by the line manager, in consultation with the post holder.

Health and Safety

Under the provisions contained in the Health and Safety at Work act 1974, it is the duty of every employee to:

  1. a) take reasonable care of themselves and for others at work
  2. b) to co-operate with the Trust as far as is necessary to enable them to carry out their legal duty
  3. c) not to intentionally or recklessly interfere with anything provided including personal protective equipment for Health and Safety or Welfare at work.


Person Specification

Qualifications and Training

  • Good standard of education to GCSE Level with passes in Maths and English (essential)


  • Experience of providing administrative assistance in a busy office (essential)

Skills, Abilities/Knowledge

  • Excellent interpersonal skills
  • Good numeracy and literacy skills (essential)
  • Good organisational & time management skills with an ability to prioritise work
  • IT Literate (Microsoft Office), good standard of Excel, Word, Outlook
  • Ability to work as part of a team and meet team objectives, as well as having the ability to work on own initiative
  • Have a good understanding of the handling of sensitive and confidential documents and information


  • Enjoyment of communicating with a wide range of people and an interest in building relationships
  • Excellent attention to detail
  • Enthusiastic and flexible approach
  • A desire to work for an organisation with a social objective


To apply, please send your CV and cover letter to [email protected]


If you have questions about this role, please contact Caroline at [email protected] or call on 0117 3700 848.