JOB DESCRIPTION TITLE: GRANTS OPERATIONS MANAGER GRADE: 6 DEPARTMENT: Grants REPORTING TO: Grants Director BACKGROUND The grants operations function exists to oversee the efficient and effective delivery of grant making (from pre-application to approval) and grant management (from approval to grant closure) and reconciliation to financial systems This is to: Support the effective spending of money on projects and organisations, to achieve our vision Ensure accountability, enhance our reputation with our customers, partners and others, and to minimise risk Support the processes for effective learning & communications of Comic Relief grants to a wide variety of stakeholders Grants Operations will be facilitated through the Grants Management System (a bespoke grants database currently in development and implementation). It has a key dependency with the organisational Finance system, both of which are supported by Comic Relief s Future Media & Technology Team (FM&T). This is a key role focussing on systems and process management and development. It does not take responsibility for grants assessment and management which is delivered by the UK and International teams. MAIN PURPOSE OF THE JOB To lead all operational aspects of Comic Relief s grant making to ensure it is efficient and effective. This includes Business Ownership for the Grants Management System, overseeing its continuing functionality and agreed development, in conjunction with the Technical team within Comic Relief. To line manage all staff within the Grants Operations team. This is a critical and pivotal role in the Department. KEY TASKS 1. MANAGING OTHERS & KEY RELATIONSHIPS Support and manage all staff in the Grants Operations team including a Grants Operations Officer and 3 Grants Clerical Assistants, to deliver a high quality and responsive Grants Operations programme (as set out below), ensuring the team is fully attuned to the needs of the wider Grants Department and to other key internal stakeholders. Ensure there is regular effective communication with both the UK & International Grants Teams, regarding changes to processes or technology and involve them in these changes as required 1
Work closely with other Grants Managers, notably on Performance and Learning. 2. GRANT MAKING & GRANT MANAGEMENT Develop, implement and review systems and processes to support all operational aspects of grant making (from application to approval) and grant management (from approval to the closure of the grant), taking responsibility for the smooth running of the grant making cycles, through each stage. Also to ensure systems are in place for learning from each grants cycle and to coordinate the production of regular management information for various stakeholders. Ensure robust and effective risk management procedures are developed and implemented at all stages of grant making and management, through the continual enhancement of due diligence processes, development and maintenance of a grants risk register and liaison with other internal stakeholders (e.g. the Business Director) 3. GRANTS MANAGEMENT SYSTEM Ensure grant making and management operational processes are refined and reviewed, and that they are documented and adhered to. Work closely with the Enterprise Platforms Manager (EPM) & Technical Project Manager (TPM) in FM&T to prioritise tactical changes, fixes and enhancements to the Grant Management System. Take the lead responsibility for the continued development, implementation and review of the Grants Management System working with the Enterprise Platform team within Comic Relief and members of the grants team, external suppliers and internal stakeholders as necessary, updating documentation and acting as the primary contact for FM&T on GMS related matters. Ensure that adequate training is in place for all users of the Grants Management System, and that key stakeholders are able to generate a range of reports to meet their requirements. 4. GRANTS BUDGETING AND FUND MANAGEMENT Lead on developing and updating a framework for Grants budgeting and Fund Management, working closely with Grants Managers and the Finance team 5. CUSTOMER CARE & QUALITY A. External Ensure that applicants, grantees and other members of the public receive an excellent standard of customer care. Initiate and oversee internal and externally commissioned reviews and surveys, implementing enhancements to improve quality and standards B. Internal Comic Relief colleagues Provide appropriate technical support and guidance for others in Comic Relief who need to source grants information from GMS, working closely with the Grants Information Officers. Help ensure relevant staff are fully trained and supported in using GMS to input and retrieve appropriate information 2
C. Internal - Comic Relief Grants Committees & Trustees Undertake a quality control role in the production of data (from GMS) for the UK and International Grants Committees, in conjunction with the Heads of UK and International Grants and for Trustees, in conjunction with the Heads and Grants Director 6. FINANCIAL MANAGEMENT Develop, implement and review effective systems for the internal management of restricted and unrestricted grants funds, through close working relationships with the Comic Relief Finance Department. Ensure systems are in place and information is accurate and up to date, for the regular reconciliation of funds between the Grants Management and Great Plains finance systems 7. KNOWLEDGE MANAGEMENT Work closely with the UK and International Learning Managers to ensure the development, implementation and review of robust knowledge management systems to deliver relevant information for all internal stakeholders within Comic Relief, supporting policy development, campaigns and other communications. Play a key role in managing the structure for Knowledge Books (not generating content) and overseeing the framework for development of new ontologies for searching data within GMS 8. EXTERNAL NETWORKS Actively participate in appropriate networks to keep abreast of systems development, grant making good practice and appropriate legislation. Actively participate in networks and meetings of other funders, on systems development, risk and fraud 9. OTHER DUTIES To undertake any other relevant duties as required by the Grants Director. To participate as a full member of the Comic Relief team and where appropriate to support initiatives across the whole organisation. To develop an understanding of Comic Relief work and policies. To contribute actively to the sponsorship philosophy of Comic Relief. 3
PERSON SPECIFICATION FOR: GRANTS OPERATIONS MANAGER GRADE: 6 EXPERIENCE WHY IMP. App Int Test Test Format Extensive experience in developing, implementing Needs understanding and experience of managing Ess. operational processes and systems a complex operational and administrative process and how to make improvements to it. Extensive experience managing a complex business operation focussed on the needs of customers Must ensure that grantees and grant applicants receive a top class professional service at all times. Ess. Responsibility for complex internal and external stakeholder relationships Wide experience and knowledge of ICT, product and systems development Needs to be able to negotiate and influence, communicate effectively and uphold excellent working relationships with a complex matrix of stakeholders Must be able to work with both the existing integration of ICT into the grant making process, and explore continued opportunities for development. Ess. Ess Interview panel to include Head of FM& T or Enterprise Platform Mgr Experience of managing people Responsible for a team of 4 staff currently Ess. JOB SKILLS WHY IMP. App Int Test Test Format Attention to detail Able to oversee systems so that all grant Ess. applications, payments and reports are processed in a smooth and timely fashion Financial management Must be able to understand basic financial reporting under UK charity law in order to develop Ess. Accounts Exercise policies and procedures for ensuring grantees fulfil their financial reporting requirements. IT literacy Has a sound understanding of the use of databases and of knowledge management systems and how these systems can be applied to our grant making to meet our informational needs. Ess. Written test Communication Skills Able to develop written proposals for developing grant making systems and procedures and drafting operational grant making policies and present these to various audiences. Ability to listen, and verbally communicate clearly and responsively to a Ess. Written test (and verbal skills tested at interview) 4
wide range of audiences. Managing day to day relationships Need to understand principles of customer care Ess and the implications for this in grant making relationships and across Comic Relief. Operational Risk Management Identifies and assesses the risks associated with Ess the administration of our grant making and has the capacity to develop proposals about their effective management. People Management & development Is confident in exercising all of the line manager s Ess responsibilities outlined in the Management Handbook. Personal effectiveness Is self-aware, able to empathise and adapt to the Ess needs of others, can maintain motivation and manage stress. Problem Solving Needs to be able to think through challenges, Ess. make fair, confident decisions and resolve problems associated with grants operational policies and procedures. Project management Understands and applies Comic Relief s Ess methodology to the management and administration of projects. Risk awareness Before acting, considers the consequences of what Ess. they do on their work, their colleagues, in Comic Relief as a whole and occasionally/potentially in the wider grant making sector. Relationship Management To manage relationships with key contacts within Ess. Comic Relief, within other voluntary sector and grant making bodies and with others such as Technical service providers. KNOWLEDGE WHY IMP. App Int Test Test Format Understanding of knowledge management systems In order to contribute to the development of this Ess. and their place in a learning organisation function Understanding of basic accounting and budgets Essential in order to develop and oversee the financial accountability of grantees and our risk Ess. 5
management associated with this aspect of our grant making. Able to outline the mission and vision of Comic Relief and awareness of our grant making priorities Shows commitment and interest in Comic Relief Ess. An understanding of Diversity In order to be able to promote diversity Ess. throughout the organisation QUALIFICATION/OTHER REQUIREMENTS WHY IMP. App Int Test Test Format 6