Grants Coordinator

The values of an organisation influence everything.

Primary Purpose of the Position

The Grants Coordinator role sits within the Funding team and is responsible for the systems and processes that support BackTrack's funding income activities. This includes identifying suitable grant opportunities, overseeing reporting commitments to all funders and ensuring that contractual obligations are being met across a variety of projects in a timely and accurate way.

The Grants Coordinator supports BackTrack's Founder, CEO and Head of Funding to maintain their strong relationships with major funders, while taking a more direct responsibility for contact with regular donors. They will also work closely with BackTrack's Communications Manager to ensure all background information is provided to craft written communications with funders and other stakeholders so that all funders receive the recognition, reporting and information they need to stay engaged and motivated.

The Funding team is a small, dedicated, fast-moving team which works together to achieve shared goals and wins, to promote and fund BackTrack with the young people as our central motivation. The team takes great care to provide a rich and connected experience for our donors and supporters. We are mindful of the privilege of working to support young people, and of BackTrack's culture of allowing staff to work outside the square. We love doing things differently and we always put people first.

Key Accountabilities of the role

Data and Systems Coordination

·       Salesforce - keep records updated across all funders and donors in support of BackTrack's fundraising activities

·       Identify grants relevant to BackTrack's organisational priorities and funding gaps via the Grant Management System (GEMS Portal) and other networks, and ensure a comprehensive Grant and Reporting Register is up to date and accurate well in advance of deadlines

·       Provide the Communications Manager with relevant content relating to projects and events for reporting and acquittal requirements

·       Ensure the detail of income for projects/programs specified in grant applications are provided to the Finance team and Managers

·       Work with the wider BackTrack team to ensure the information needed for reports is clear and available in a timely way for feedback to funders either in formal reports (including financial acquittals) or as background information for face to face discussions by the Founder, CEO and Head of Funding.

Funder Coordination

·       Provide relevant, timely and nuanced information to the Funding team to assist them in maintaining and cultivating major donor relationships

·       Under guidance of the Head of Funding, coordinate the funder lifecycle from initial contract through to acquittal, ensuring timely reporting and provision of regular updates to funders

·       Contribute to the development and improvement of internal reporting templates, including BackTrack's impact reporting frameworks

Donor Enquiries and Grant Opportunities

·       Respond to new enquiries and prospects and refer to relevant team members

·       Identify relevant grant and funding opportunities from philanthropic, corporate and government bodies. Consult with Funding team to determine fit and feasibility, and work with the Communications Manager to complete and submit applications, including research and collation of all supporting material required

·       Prepare a project plan for grant deliverables and timeframes in consultation with relevant team members.

Donor Engagement - New and Existing

·       Provide the first point of contact for small donors, assisting with setting up regular giving, providing receipts and associated donation administration

·       Work with the Funding team to implement stakeholder engagement plans for both  major and general/regular donors to promote donor retention and growth.

Team Contribution

·       Along with the team, contribute to a positive work environment by actively participating in regular team meetings, being prepared in advance, pitching in on various aspects of BackTrack's funding work as required

·       During busy periods, eg end of financial year, some extra hours may be required from time to time to meet deadlines.

Requirements

·       Computer literacy, including proficiency in the Microsoft Office Suite and CRM experience (preferably Salesforce)

·       National Criminal Record Check

·       Working with Children Check, and ongoing validity