Job Title: Charity Assistant
Reports to: Communication and Impact Manager
Location: Hessle / Hybrid
Hours: 22.5-35 per week
Salary: £15,007 – £23,344 (Actual Salary)
Contract: Permanent
About the Role
The Charity Assistant provides essential administrative and operational support to our grant and employee-giving programmes. Working as part of a small and close-knit team, you will help ensure that applications, assessments, payments, and reporting processes run smoothly and efficiently. This role is ideal for someone who is organised, detail-focused, and passionate about supporting organisations and projects that create positive impact for both people and planet.
Key Responsibilities
- Grants Administration
- Support the full grants cycle, from opening application rounds to issuing award letters and processing payments.
- Monitor shared inboxes and respond to applicant queries promptly and professionally.
- Maintain accurate grant records, data, and documentation in the grants management system.
- Assist with eligibility checks, collating information, and preparing papers for review panels.
- Help track reporting and monitoring deadlines, sending reminders and following up with grantees.
- Volunteer Coordination
- Support with the development of a range of volunteer opportunities for employees to engage with as part of the Day to Make a Difference Scheme.
- Act as the main point of contact for employees, responding to queries and providing regular communication.
- Assist with gathering feedback from volunteers and implement improvements to the volunteer experience.
- Communications & Engagement
- Provide general communication support including managing emails, enquiries, and other correspondence.
- Assist in managing social media updates relating to grants, impact, and organisational news.
- Assist with internal communications updating employees about opportunities for engagement and the impact of the organisation.
- Help maintain strong relationships with donors and grantees by ensuring timely correspondence and updates.
- Data, Monitoring & Evaluation Support
- Help collect, organise, and summarise monitoring and impact data from grantees.
- Track volunteer hours and pro-bono contributions to projects.
- Assist in preparing reports for trustees, funders, and stakeholders.
- Ensure data is accurate, compliant with GDPR, and recorded consistently.
- Finance Administration
- Process grant payments, invoices, and expenses in coordination with the finance team.
- Help track financial records and support the reconciliation of grant budgets.
- Maintain clear audit trails and ensure documentation is properly recorded.
- Event & Meeting Support
- Support the logistics for grant panel meetings, trustee meetings, and other organisational events.
- Prepare agendas, papers, and minutes where required.
- Help organise venues, materials, refreshments, and attendee communications.
- General
- To undertake any other duties as and when requested by Senior Management.
Person Specification
Essential
- Strong organisational and time-management skills.
- Good written and verbal communication abilities.
- Confident using Microsoft Office and general digital tools.
- Ability to work independently and as part of a team.
- A proactive, flexible, and positive attitude.
- Commitment to the mission and values of the charity sector.
Desirable
- Experience working or volunteering in a charity or community organisation.
- Basic understanding of fundraising, marketing, or project coordination.
- Experience with CRM or donor management systems.
- Ability to create simple digital content (e.g., social posts, Canva designs).
