Grants Administrator

Wates Smartspace; Leatherhead; Hybrid; GBP 15,000 - 20,000; Part time

Benefits offered by this job

Flexible home/office working

Leatherhead office access

Drummond St office presence

Job summary

Wates Family Enterprise Trust is looking for a proactive Grants Administrator to support grant-making processes and CRM operations in Salesforce. The role involves coordinating with the Grants Manager, Finance team, Trustees and grantees to ensure smooth lifecycle management, from applications through to payments and reporting.

The role is part-time (21 hrs/week) with hybrid work options and a Leatherhead-based office requirement, including occasional Drummond St attendance.

Qualifications

• Proven administration experience and ability to manage a varied workload independently.
• Excellent organisational skills with meticulous attention to detail.
• Strong communication, interpersonal and numerical abilities.
• Experience with CRM or database systems and willingness to learn new systems.

Responsibilities

• Assist with all stages of the grant lifecycle from application processing to award management.
• Coordinate grant payments with Finance Manager and monitor grant reports.
• Maintain Salesforce grant records and generate regular internal reports.
• Update internal docs and attend sector events as required.

Skills

Administration

Organisational skills

Communication

Numerical skills

Outlook

Excel

PowerPoint

Salesforce

Education

GCSEs in Maths and English

Tools

Salesforce

CRM systems

Job description

Grant Administrator – Part Time

The Vacancy

Hiring: Wates Family Enterprise Trust

Hours & Location: 21 hrs a week Flexible from home/Leatherhead office and Drummond St office In the Leatherhead office at least once a week. Must be in the Leatherhead office on a Wednesday (fortnightly)

Salary range: £ 28,000 (FTE) plus benefits

Length: Permanent

Start date – November 2026

Are you an organised, detail-oriented administrator with a passion for making a difference? We're looking for a proactive Grants Administrator to support our grant-making processes and ensure the smooth operation of our CRM system, Salesforce.

This role is crucial to the success of Wates Foundation's grant programmes and wider philanthropic work. You'll work closely with our Grants Manager, Finance team, Trustees, family members, and grantees to ensure efficient administration across all areas of the grant's lifecycle.

Key Responsibilities

Grant Administration (Foundation)

• Assist with all stages of the grant lifecycle, from application processing and due diligence through to award management and grantee visits.
• Process small family donations to charities.
• Coordinate with the Finance Manager to process and track grant payments.
• Monitor and follow up on grant reports, ensuring timely submission.
• Support grantees and liaise with family members, connecting them with causes aligned to their interests.
• Organise Trustee and Committee meetings, including logistics, catering, and minute-taking.

CRM System (Salesforce)

• Maintain accurate grant records within Salesforce.
• Generate regular internal reports, including quarterly 360Giving data.
• Support team members to follow CRM procedures and ensure high-quality data entry.
• Uphold data integrity and ensure compliance with GDPR.

General Administration

• Keep internal documentation and processes up to date.
• Manage updates to the Foundation's website.
• Attend occasional sector or networking events as required.

Communication & Engagement

• Respond to grantee and applicant queries about funding criteria and processes.
• Communicate with successful applicants to obtain documentation and arrange payments.
• Write updates and articles for the family newsletter.
• Liaise with family members and trustees regarding meetings and other enquiries.

What We're Looking For

Essential Experience & Skills:

• Proven administration experience, with the ability to manage a varied workload and competing priorities independently.
• Exceptional organisational skills with meticulous attention to detail and a methodical approach.
• Excellent communication, interpersonal and numerical skills.
• Ability to prioritise effectively, exercise judgement and work to tight deadlines.
• Strong IT skills including Outlook, Excel and PowerPoint.
• Experience using CRM or database systems and the confidence to learn new systems quickly.
• Ability to work independently, use initiative and take ownership of tasks through to completion.
• Experience updating and managing website or digital content.
• Ability to handle confidential and sensitive information with discretion.

Desirable:

• Experience in grant-making, charities, philanthropy or a family office environment.
• Experience using Salesforce.
• Experience organising meetings, coordinating logistics and taking minutes.

Qualifications:

• GCSEs in Maths and English (or equivalent).

You'll Thrive in This Role If You Are:

• Organised and analytical, with strong data management skills.
• A team player with a positive, can-do attitude.
• Able to manage multiple tasks and deadlines.
• Confident engaging with a wide range of stakeholders, from family members to external partners.

Closing date: 27th October at 5pm

Interview date:Tuesday 3rd November in Leatherhead

Our commitments:

Wates is proud to be an employer where anyone can thrive, and we welcome applications from candidates of all backgrounds.

We don't discriminate based on a criminal record; all applications are reviewed on an individual basis against the requirements of the role. Some roles may require additional checks, due to the nature of the work. As a Disability Confident Leader, we offer an interview to applicants with a disability who meet the minimum criteria for the role and opt in to the Disability Confident scheme. Reasonable adjustments are available, please contact us at [e-mail]