Grants and Office Manager

Position Title: Grants & Office Manager
Reporting to: Executive Officer
Time allocation: 0.8 FTE
Location: East Melbourne office

About Us
The Jack Brockhoff Foundation was established in 1979 by the late Sir Jack Brockhoff. Sir Jack was Chairman and Managing Director of Brockhoff Biscuits Pty Ltd, a business established by his grandfather in 1880. Throughout his life, Sir Jack was keen to assist others in the community less fortunate than himself and to this end, established the Foundation during his lifetime.

The Foundation exists to support the health and wellbeing of all Victorians.

The Foundation’s FY25–30 Granting Strategy is driven by three strategic priorities:

• Thriving children: With a focus on breaking cycles, we invest in initiatives that support the first six years of a child’s life through early intervention and prevention. Our goal is to ensure that all children reach their full potential.
• Safe, secure, connected communities: With a focus on participation and connection, we invest in increasing access to secure housing and mental health support. Our aim is to ensure that Victorians, especially older Victorians, can remain connected and engaged with their families, friends, and communities.
• Backing big ideas: With a focus on achieving change at scale and addressing complex problems affecting the health and wellbeing of Victorians, we invest in leaders and experts in community, social innovation, and medical research. Our aim is to identify and implement innovative solutions to these complex challenges.

The strategic priorities are funded through one of our three investment approaches:

• Bold Futures: Supporting initiatives that change trajectories, break cycles and test new approaches to address complex challenges
• People & Place: Supporting whole-of-community initiatives that are community-led and owned with the view to building the capacity and capability of individuals and organisations within communities, enabling them to better support their community through working together
• Grassroots Capabilities: Supporting the capability and capacity of grassroots organisations that provide critical services to the community

These investment approaches were developed to balance the need of the community today, while also working toward long-term strategic and transformative change. Our grant making decisions are informed by evidence and data and focus on early intervention and prevention.

Purpose of the role

The Grants & Office Manager is responsible for the administration and day-to-day management of the Foundation’s grantmaking programs and the operational management of the Foundation. The Grants & Office Manager provides essential administrative and operational support to the Executive Officer, producing high quality grantmaking research, efficient operational processes, and high-quality service to internal and external stakeholders.

About you
We seek a self-motivated, detail-oriented professional with strong research, administrative and communication skills. You will have a genuine interest in community issues and philanthropy, thrive in a small, dynamic team environment and bring curiosity, adaptability, and professionalism to the role.

Key Responsibilities

Grants Administration

• Liaise with potential applicants, providing guidance on alignment with the Foundation’s granting strategy
• Manage the administration of the end-to-end grants cycle, including application submission, assessment, approval, monitoring, and reporting
• Build strong relationships with and ensure regular engagement with grant partners
• Assist the Executive Officer with research and due diligence for application and reporting assessments and recommendations
• Assist with annual distribution tracking and financial reporting for grant programs
• Maintain accurate records in the Foundation’s grants management system (GivingData)
• Implement grant making policies, guidelines, and processes in line with best practice and compliance requirements.

General Administration

• Provide frontline engagement to stakeholders (sector colleagues, prospective and current grant partners, Board Directors)
• Assist the Executive Officer with preparation of reports, presentations, and Committee and Board papers
• Write minutes of Committee and Board meetings
• Manage correspondence, scheduling, and meeting logistics
• Assist the Executive Officer with the processing of invoices, payments, and reimbursements in line with organisational policies
• Maintain office supplies and manage I.T. and Foundation equipment
• Support events, workshops, and Foundation engagement activities

Communications

• Maintain and update the Foundation’s website content
• Share Foundation and granting partner impact stories through social media
• Support the development and distribution of the annual report
• Keep stakeholders informed of Foundation activities

Stakeholder Engagement

• Build and maintain strong relationships with Board Directors, grant partners, community organisations, and sector partners
• Provide guidance and support to grant partners to strengthen their capacity and impact beyond the Foundation’s financial contribution
• Opportunity to represent the Foundation at sector events, forums, conferences and network meetings

Key Selection Criteria

Essential skills and experience

• A tertiary qualification in a relevant discipline
• Proven ability to work autonomously, self-manage and prioritise competing activities and deadlines
• Strong research and analytical skills to assess applications and evaluate program outcomes
• Strong organisational and time management skills, with attention to detail
• Proven ability to prepare clear, concise, and well-structured meeting minutes for executive meetings
• Proficiency with the Microsoft Office suite
• Strong interpersonal, verbal and written communication skills

Desirable skills and experience

• Experience with grants management systems
• Experience in grants management, philanthropy, or the community sector
• Strong understanding of the Victorian not-for-profit and philanthropic landscape
• Demonstrated experience in office or process administrationRelationship building and management skills and ability to liaise with a variety of people at all levels

Essential personal attributes

• Commitment to social impact, equity, and ethical practice
• A desire for good practice and continual learning
• Ability to exercise sound judgement, take initiative when appropriate and demonstrate adaptability and flexibility
• A natural team player
• Ability to build strong relationships with stakeholders

What We Offer

• A warm, collaborative and supportive team environment
• Flexible working arrangements
• An attractive remuneration package, commensurate with skills and experience
• Central, well-appointed office in East Melbourne, with car park

Applicants are required to send their CV with a cover letter that addresses the selection criteria by Monday February 9th. Please note that shortlisting may begin before the closing date, so an early submission is strongly encouraged. All applications and enquiries should be sent to [email protected]