Openings – Paul Hamlyn Foundation

Apply by 24th April 23

The Paul Hamlyn Foundation is an independent grant-making foundation set up by Paul Hamlyn, the publisher and philanthropist. It aims to maximise opportunities for individuals and communities to realise their potential and experience and enjoy a better quality of life. The Foundation supports charitable activity in the areas of arts, education and learning, and social justice across the UK. It also supports local charities in India that help the poorest communities get access to basic services.

The Foundation is based in light and recently refurbished offices near Kings Cross in London. The design and facilities, we hope, fosters collaboration and networking between the staff and amongst grantees. At the moment, we are hybrid-working, asking colleagues to spend at least 40% of their time in the office to facilitate learning and knowledge sharing.

Our vision is for a just society in which everyone, especially young people, can realise their full potential and enjoy fulfilling and creative lives.

Our mission is to be an effective and independent funder, using all our resources to create opportunities and support social change. We partner with inspiring organisations and individuals to make sure that people facing disadvantage are at the heart of leading change and designing solutions to overcome inequality.

We are committed to being an anti-racist organisation. This commitment drives how we work, who we work with and how we make decisions. You can read more about our commitment to Diversity, Equity, and Inclusion (DEI) here.

We have five funding priorities where we wish to see change. You can read more about our work based in the UK here.
• Investing in young people
• Migration and integration
• Arts access and participation
• Education and learning through the arts
• Nurturing ideas and people

Our values are important to us and we work to and carry them through all of our activity.

1. Events Manager

Role Overview

• Shared Ground Fund
• The Shared Ground Fund was created in 2015 to help ensure those who migrate to the UK can get the support they need to settle and thrive, and that communities experiencing immigration become stronger and more connected. Since 2015, we have awarded over £25 million and supported 160+ organisations.
• Our work is guided by our Theory of Change, which outlines the aspirations of our Fund, our analysis of how positive change might happen, our role in facilitating that change, and the types of work we are keen to support. The team is currently working to update our Theory of
• Change and related strategy, which we plan to launch in spring 2024.
• We especially encourage applications from candidates with experience of systemic oppression and/or of immigration to the UK.

Shared Ground Residential

• Building on our commitment to exchange knowledge, nourish strong relationships and contribute to a healthy, durable, and effective migration sector and movement, since 2017 we have delivered five annual Shared Ground Residentials.
• The aim of our residential is to provide grantees and funders with an opportunity to take a step back from our day-to-day work, learn, engage with new perspectives, and reflect in a safe and inclusive space.
• The programme usually offers a mix of panels, workshops, wellbeing, and cultural activities.
• In addition to sessions relevant to our collective work in the migration sector, previous programmes have included stand-up comedy, musical performances, Ceilidh, somatic workshops, etc.

What will be my main contribution?

• This is a newly created 12-month role designed to support PHF’s Migration Team to shape, coordinate and deliver the sixth Shared Ground Residential in spring 2024.
• Building on the lessons from previous residentials, you will work closely with our team, learning partners, grantees and other funders to develop a programme that supports the sector to make connections, engage in constructive discussions, and have space for rest and reflection. You will lead on the planning and delivery of this three-day event, liaising with speakers, workshop leaders, the venue, catering, and bringing in the team and external support when needed.

Who will I report to?

• You will report to the Head of Programme – Migration who leads on the Migration and Integration theme.

Who will I line manage?

• You will not have line management responsibilities. However, you will be expected to work in a small and fully interconnected structure that relies on collaboration, flexibility, and the ability to operate within both formal and informal reporting relationships.

What budget responsibility will I have?

• You will be responsible for the Shared Ground Residential budget, which is overseen by the Head of Programme – Migration.

Main responsibilities

• Provide day to day leadership on the design, planning, coordination, and delivery of the sixth Shared Ground Residential in spring 2024, working closely with the Head of Programme – Migration
• Review feedback and independent evaluation of previous residentials to identify strengths, challenges, and suggestions to help shape the next residential
• Work closely with our team, learning partners, grantees and other funders to develop a programme that supports the sector to make connections, engage in constructive discussions, and have space for rest and reflection
• Ensure trust, care and wellbeing are at the centre of the residential, identifying best practice, researching, and contracting external support when needed
• Lead on the logistics of the event, including identifying, contracting, and liaising with suitable venue, catering, speakers, workshops leaders, wellbeing facilitators, cultural performers, and other relevant suppliers, managing the invite and attendance list
• Ensure relevant accessibility requirements are accounted for in planning and delivering the event
• Lead on communication with grantees, sharing information about the residential, handling queries and providing support, as needed
• Manage the development of the residential’s dedicated website, drafting, and editing content, and liaising with others to ensure all relevant information is included and up to date
• Work with our learning partners to design the feedback form and post-event evaluation
• Oversee the event’s budget, handling invoices and supporting PHF’s finance team to process relevant payments, providing financial reports to the Head of Programme – Migration and the team
• Contribute to the development of our new Theory of Change and strategy by sharing insights and advice on the continued role of the residential and other convening opportunities within the Shared Ground Fund

Person specification

• We recognise that this person specification is extensive, and you may feel you do not meet all the criteria.
• We are open to making adjustments to the role and how it is delivered to  enable those from a broad range of backgrounds and lived experiences to apply.
• If you are interested, please apply even if you do not meet all criteria.

Skills, knowledge, and experience

• Excellent project management skills, with ability to manage multiple and competing deadlines
• Understanding of how to embed diversity, equity and inclusion principles into event planning, coordination, and delivery
• Ability to analyse and synthesise complex information, effectively drawing conclusions and recommendations
• Ability to work effectively with a range of stakeholders, including grantees, learning partners, staff, consultants, contractors, and other funders
• Strong IT skills, including Word processing, use of spreadsheets, use of databases to process information, electronic communications, managing and coordinating online meetings
• Ability to manage budgets accurately and effectively

Behaviours and ways of working

• Alignment with the values and aims of the Paul Hamlyn Foundation
• Organised, resourceful, and proactive, with a problem-solving disposition
• Good written and oral communication skills
• Collaborative and flexible approach to team working
• Strong commitment to learning and improvement

Desirable

• Knowledge of the UK’s migrant justice movement, including established migrant sector organisations, grassroots groups and individuals working in this space
• Understanding of power and how it plays out, and impact on individuals and communities that experience intersectional oppression and marginalisation
• Experience organising or managing events
• Experience managing contracts with external consultants

Terms and conditions

• Salary £33,600 – £36,225
• 1 year contract starting in July 2023 (start date negotiable)
• Full-time post 35 hours per week but we are open to discussing hours/days depending on the circumstances of the successful candidate
• Some flexibility is required from team members around evening work and travel to and from events and meetings
• There will be a probationary period of three months
• 25 days leave per annum, plus statutory holidays
• Employer pension contribution of 10%
• Medical, permanent health and life insurance on completion of probation

PHF operates a hybrid working policy and you will be expected to work at least 40% of your time in the office with the option to work up to 60% of your time from home. The contractual place of work for this role is 5- 11 Leeke Street, London WC1

2. Grants Assistant

Role Overview

What will be my main contribution?

• You will provide administrative support to a team of grant-makers that comprises a Head of Programme and four Grants Managers, as well as some PA support to the Head of Programme.
• This team is focused on our theme of widening arts access and participation in the arts, through the Arts Access and Participation Fund and a series of other strategic grants and programmes.
• The team also supports two programmes within the Foundation’s supporting imaginative people to nurture exciting ideas theme; Breakthrough Fund and Awards for Artists.
• You will work with colleagues to build and support relationships with a diverse network of grantees, partners and artists and work closely with the portfolio of organisations that Paul Hamlyn Foundation funds through our various funds and programmes, supporting those organisations to help us to achieve our strategic priorities and to achieve their own growth and development objectives.

Who will I report to?
You will report to the Head of Programme leading on the widening arts access and participation theme.

Who will I line manage?

• You will not have line management responsibilities. However, you will be expected to work in a small and fully interconnected structure that relies on collaboration, flexibility and the ability to operate within both formal and informal reporting relationships.

What other key internal relationships will I have?

You will work closely with the rest of the Grants team to manage grants and relationships with grantees and with colleagues in the Finance and Resources team to ensure good and effective grant management. You will also occasionally work with and support the work of the Communications and the Evidence and Learning teams.

What level of budget responsibility will I have?

Main Responsibilities

Be the first point of contact and advice for a designated Fund (or Funds), handling enquiries, updating material, etc.

• Provide administrative support for this (these) designated Fund(s), covering the whole cycle of grant-making from application to the archiving of files after a grant is finished.
• Ensure the Foundation’s grants management database (Blackbaud) is accurate and complete for areas you are working on. Input grant applicants’ information on the Blackbaud database and, depending on the assessments made by the team, either seek further information or decline applications
• Maintain accurate Blackbaud records throughout the lifetime of awards and generate reports as required, including regular reports of grant instalments due for payment.
• Maintain an overview of the grants’ systems and monitoring activity so that we know the accurate status of all applications at any time; analysing grants awarded and average turnaround times.
• Manage the Awards for Artists online application system (Open Water) and contact database, working alongside a Grant Manager, to keep records up to date and GDPR compliant.
• Issue offer letters and associated documents using standard templates, ensuring these are issued promptly and accurately and the necessary documents are returned from applicants.
• Maintain hard copy files for the team’s grant portfolio, and undertake regular archiving of records.
• Provide administrative support to grant making panels and assist in the preparation and distribution of internal papers for decision-making meetings.
• Minute taking at panels, decision-making meetings and programme management meetings.
• General administrative support to the Head of Programme– arranging meetings, travel and accommodation; responding to invitations and making bookings for conferences, seminars and other external events.
• Provide support in preparation for, and in-person at grantee visits across the country.

This may involve nationwide travel and overnight stays.

• Deal with enquiries from potential applicants and others about all areas the Foundation funds.
• Supervise temporary administrative staff when needed at peak times.
• Assist with the administration of the Foundation’s events; input financial data on Access and process invoices; manage mailings, maintain databases; make travel, accommodation and catering arrangements; schedule and help to organise meetings; coordinate events; liaise with external consultants and advisors.
• Assist with background research and information on existing and new programmes.
• In consultation with the communications team, update the PHF website with information on grantees and their work.
• Process financial data as required (e.g. entering data on the Foundation’s accounting system and maintaining spreadsheet records).
• Provide administrative support to special or new projects as required.
• Filing

Person specification

Essential experience, knowledge and skills

• Relevant office experience in an administrative capacity, including experience of setting up and operating administrative systems and supporting a team.
• Knowledge and/or interest in one or more of our strategic priority areas and with charities, third sector and/or arts and cultural organisations. We welcome those with lived experience relating to our funding areas. .
• Strong organisational skills and ability to deliver successful projects.
• Proven track record of an organised and methodical approach to work, combining numerical accuracy with attention to detail and an ability to meet deadlines.
• Strong IT skills, including word processing, use of spreadsheets, use of databases to process information and electronic and virtual communication applications.
• Confidence in the use of common office technology to support hybrid meetings.
• Experience of servicing meetings e.g. preparing papers and taking minutes.

Essential Behaviours and ways of working

• Sympathy with the values and aims of the Paul Hamlyn Foundation with an emphasis on our commitment to diversity, equity and inclusion
• Excellent written and oral communication skills.
• Ability to communicate with and influence a range of audiences.
• Confident, resourceful and proactive, with initiative and a problem-solving disposition.
• An ability to work effectively with a range of stakeholders, internal and external, including senior staff, trustees, grantees, policy makers and practitioners, and young people.
• Collaborative work style with an ability to work creatively and flexibly in a small team.
• A strong personal commitment to learning and improvement

Desirable

• Understanding and experience of using Blackbaud grants management database and online application systems.

Terms and conditions

• Salary in the range £32,000 – £37,000 pa. It is our policy to appoint at the lower end of the salary banding.
• Twenty five days leave per annum, plus statutory holidays.
• Employer pension contribution
• Medical, permanent health and life insurance (once probation period passed).
• There will be a probationary period of three months. Subject to satisfactory completion of this period the contract will be a permanent one which can be terminated by either party on giving three months’ notice.

Full time post, 35 hours per week. Office hours are normally 9am – 5pm Monday – Friday, some flexibility is required from team members around evening work and travel to and from events and meetings. PHF operates a hybrid working policy and you will be expected to work at least 40% of your time in the office with the option to work up to 60% of your time from home. The contractual place of work for this role is 5-11 Leeke Street, London WC1.