Team Coordinator

3 weeks ago

London, United Kingdom Paul Hamlyn Foundation Full time

Job description

**About us**

The Paul Hamlyn Foundation (PHF) 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.

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.

**About the role**

Reporting to the Head of Programme - Education, you will provide administrative support to a team of grant-makers, including some PA support. Focused on our Education and Learning through the Arts theme, you'll work with colleagues to build and support relationships with a diverse network of grantees, partners and supporters and work closely with the portfolio of organisations that Paul Hamlyn Foundation funds, supporting those organisations to help us to achieve our strategic priorities and to achieve their own growth and development objectives

**The team coordinator will**:

- Be the first point of contact for the Arts-based Learning and Teacher Development Funds including handling enquiries, scheduling enquiries calls and updating material.
- Provide administrative support for specific Funds outside the Education and Learning through the Arts theme
- Provide administrative support to grant making panels, the TDF Advisory Group and other key meetings including preparation and distribution of papers and minute taking.
- Work collaboratively with other Grants Assistants and the Business Analyst on continuous improvement of grant-making processes
- Co-ordinate the Arts-based Learning and Teacher Development Fund grantee convening programmes, scheduling and event-managing events both live and online
- Book venues, hotels, hospitality and technical resources for live events and ensure that they run smoothly. Book online events in meeting and webinar formats, organise supporting resources such as jamboards, and coordinate live online events e.g create breakout rooms, organise recordings and transcripts.
- Take part in occasional travel across the UK to visit and engage with Grantees as required. Potentially including overnight stays.
- Co-ordinate communications with grantees and event contributors to ensure that all stakeholders receive timely and accurate information about events and are supported to take part. Maintain accurate records of contacts and GDPR consent
- Oversee prompt issuing of contract agreements to contractors working in the Education and Learning through the Arts programme
- Process financial data as required (e.g.: entering financial data on Access and processing invoices and maintaining spreadsheet records).
- Assist with the administration of Education and Learning through the Arts theme and other PHF events including: scheduling and helping to organise meetings; liaising with external consultants and advisors; responding to invitations and making bookings for conferences, seminars and other external events, diary management and specific administrative support to the Head of Programme
- Liaise with the PHF Communications team to ensure that information about ELA Funds and ELA grantees and their work is accurate on the PHF website and in wider communications
- Provide administrative support to other PHF Funds and initiatives and provide occasional cover for the office reception desk if required.
- Deal with enquiries from potential applicants and others about all areas the Foundation funds and provide occasional cover for the office reception desk if required

**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 b

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