Grants Administration Officer Job Description

Civic Power Fund Grants Administration Officer Job Description

November 2025

Overview

About Us

Overview

Title	Grants Administration Officer
Reports To	Director of Finance and Operations
Time	Three days a week or 0.6 FTE. Fixed-term eighteen month contract from March 2026 - September 2027.
Salary	£44,188, pro-rated to three days a week
Location	Our team is based across the UK and we work remotely. However, we have office space in London and also provide access to local co-working spaces for team members not based in London. We meet in person as a team once a quarter as a minimum and encourage other travel to key meetings and events. The role is based in the UK and open to individuals with an existing right to work in the UK.
Timeline	Please apply by 23.59 on Monday 5th January 2026. Interviews will take place online w/c 19th January 2026.
How to Apply	Please share an up to date CV and a Cover Letter of no more than 600 words demonstrating your suitability for the role. Please email these to contact@civicpower.org.uk - including Grants Administration Officer in the email subject line.

About Us

We are the UK’s first pooled fund dedicated to community organising. This means we raise resources from large foundations, trusts and philanthropic funders and redistribute them to community organising groups through relational and participatory grantmaking.

Our mission is to build lasting civic power by bringing people who share a problem together to win change. By investing in organising, we can unleash the power of people to improve their lives and their communities and create common cause in pursuit of the social, environmental, and economic justice vital to a flourishing democracy.

We also provide practical support to our grantee partners:

We provide bespoke ‘beyond the grant’ resources such as access to training, governance advice and legal support, and aligned funding.
We connect organisations within geographies and within communities of common struggle or cause to aid collaboration and maximise their power.
We commission research to support our grantee partners and we convene funders and organisers to ensure continual learning.
We deploy trust-based grantmaking principles to ensure maximum flexibility and sustainability in working with impactful yet often informal groups.

Everything we do is rooted in our values. Organising as a practice is rooted in building the power of marginalised voices and communities traditionally excluded from democracy, so we foster representation and liberation through all our work.

This is an exciting time to be joining the Fund.

We are a new and growing organisation, with a dedicated and energetic team. In our first three years of operation we have awarded almost £3 million to community organising groups and now have a thriving cohort of 45 incredible groups. We have built a series of exciting funder collaboratives across 30 individual donors and have released important research on the scarcity of funding for this vital work.

You will be part of a small core team helping the Civic Power Fund grow sustainably and deliver for our partners.

About the Role

Grantmaking is the core of the Civic Power Fund’s work. This role is vital in ensuring that we can get power and money into the hands of communities - and do so in a way that leaves our grantee partners feeling stronger and well-supported.

We are going through an exciting period of growth, with the number of partners and programmes growing in size and complexity. It is vital that we take this opportunity to streamline and improve our grantmaking administration and systems, ensuring we can move money quickly, accountably, and with trust and care.

We are looking for someone who is excited at the thought of administrative systems rooted in justice and care - and passionate about getting processes to work well for everyone involved.

The role-holder will deliver Civic Power Fund’s grants administration function, with support from our new Director of Finance and Operations, our Finance and Operations Officer and a Senior Operations Consultant.

This is an ‘officer’-level role: we expect the role holder to have some experience of grants administration and project management and be able to work independently, manage their own workload and prioritise effectively.

Key Responsibilities

Grantmaking Administration

Project manage all grantmaking operations.
Coordinate across the Civic Power Fund team to set and manage key timelines and responsibilities around grantmaking and reporting, ensuring everyone is aware of their responsibilities.
Work closely with programme leads and other operational staff to ensure that due diligence is undertaken, grant paperwork is ready ahead of Board meetings, grant agreements and payments are set up promptly, and that paperwork is filed correctly.
Update the Grantmaking section of the Civic Power Fund GDrive and work with relevant colleagues to ensure data is stored safely and securely and in line with relevant legislation.
Maintain relationships with key external partners including our due diligence provider and legal counsel advising on grant agreements.
Ensure key grantmaking documentation is regularly reviewed and kept up to date.
Support programme leads on grantee partner reporting and engagement.

Grantmaking Systems

Support the Senior Operations Consultant to embed our new Grantmaking System (GMS).
Work across the programme and operations teams to ensure the GMS is up to date and troubleshoot any challenges.
Lead a review of our Micro Grants programme and introduce systems for payments, tracking and learning.

Grantee Partner Support

Provide other core administrative and operational support to improve the experience of our grantee partners. For example, help CPF’s grantee partners book their travel and accommodation around moments or events where we bring them together.
Manage and triage the Civic Power Fund contact inbox.

Other

Contribute to Civic Power Fund strategy development and implementation - e.g. joining team meetings, providing feedback on plans and priorities, challenging other staff and board members to ensure we consistently uphold the Civic Power Fund values.
Undertake other administrative duties as required.

About You

Essential Experience

At least two years experience working in an administrative or operational role in a grantmaker.
Project management skills and experience and a track record of successful projects. implementation.
Familiarity with databases, spreadsheets and CRM systems.
Excellent organisation skills, with a proven ability to plan, organise, and support the implementation of plans and processes.
Experience of driving systems and organisational processes that are effective, efficient, and accessible to other team members.

Desirable Experience

If you have experience of working in a start up, or with community organisers, that would be brilliant! But we also know lots of people have the passion and skills to do this role without this specific criteria, so we encourage applicants from a range of backgrounds and are happy to answer any questions you may have.
A familiarity with current trends in grantmaking and awareness of anti-racist and justice-oriented grantmaking approaches would be valuable.
A familiarity with Airtable and GSuite.

Essential Behaviours

Show a passion for and commitment to the Civic Power Fund mission, vision and values.
Be able to work inclusively and build engagement and trust with people of all backgrounds.
Show a willingness to take initiative in the pursuit of the Civic Power Fund’s goals. Take responsibility for delivering your work to a high standard, and be able to ask for support when you need it.
Be able to work independently and in a remote environment, whilst valuing opportunities to work as part of a close team.
Be a good team player, able to liaise effectively with different team members and draw on people’s expertise and specialisms to make decisions and ensure progress.
Treat Civic Power Fund staff and partners with dignity, respect and care - building strong and impactful relationships
Be comfortable challenging the status quo and seeking creative solutions for the communities we serve.

Essential Skills

Strong written and oral communication skills.
Ability to multitask, plan ahead, manage projects and to meet deadlines..
Able to quickly get up to speed with Civic Power Fund operating systems including GSuite and Airtable.

The full Civic Power Fund People and Culture Offer is here.

Civic Power Fund’s vision is a world where every person has the power to shape the quality of their life, community and future - and we start with those who are more often excluded because of who they are or where they are from. We are committed to being representative of our society and bringing together those with a variety of skills and experiences to shape what we do and how we work.

In line with this, we are particularly keen to hear from people with strong local roots in their community; people of colour; people from working class backgrounds; people from LGBTQI and immigrant communities; and people with disabilities.

How to apply

Please share an up to date CV and a Cover Letter of no more than 600 words demonstrating your suitability for the role.

Please email these to contact@civicpower.org.uk including Grants Administration Officer in the email subject line by 23.59 on 5th January 2026.

Please let us know if you have any access needs or requirements. We will work with you to help you achieve your best.