Mentoring Coordinator and Bursaries Assistant

Job description

This role would give an individual the opportunity to work across two important workstreams at ScreenSkills: mentoring and bursaries. As a member of the wider Film Team at ScreenSkills, this individual would spend three days per week working on mentoring and two days per week working on bursaries. Time management skills and the ability to prioritise are therefore necessary for this role.

On their mentoring days, this individual would support the Mentoring Relationship Manager and Mentoring & Coaching Consultant to deliver mentoring activities within the British Film Institute’s (BFI) stated targets and timeframes, as well as internal ScreenSkills requirements. Primarily, this will involve working on the ScreenSkills Mentoring Programme and supporting external partners to run their own mentoring programmes. Tasks include managing the lifecycle of mentoring partnerships from when a mentee and mentor are matched to when their partnerships end. This involves sending agreements to matched mentoring pairs, communicating regularly with and answering queries of mentees and mentors, and tracking progress by sending surveys and resources.

On their bursaries days this individual will focus on processing new applications from our online application portal. This will involve checking applications for eligibility against the ScreenSkills bursary guidelines and transferring the relevant info in the BBGM grant management system. Other regular tasks include issuing offer letters or declination letters to applicants based on final decisions made by sector leads, as well as processing payments payment requests to successful applicants. Monitoring the bursary inbox is also an important part of this role.

Key responsibilities:

On days with the mentoring team, responsibilities include:

• Work with the Mentoring Relationship Manager and Mentoring Network Manager to deliver to the schedule of activities
• Monitor and deal with the emails to the mentoring inbox and calls to the mentoring team. This may include communicating with mentors and mentees throughout their involvement with the ScreenSkills Mentoring Programme by providing standard documents and resources; details of matching of pairs; ongoing communication; requesting evaluation and feedback
• Gather and record data, maintain records and to provide relevant and up-to-date information for analysis and reports. To work with existing data for use on the new CRM database, HubSpot.
• Occasionally make updates to copy on the website and to identify possible case studies of mentee and mentors on the programme, highlighting these to the Mentoring Relationship Manager
• Support the smooth planning, organising and running of workshops, training sessions, webinars, working group meetings and events by making bookings, liaising with speakers, arranging payment and travel, organising materials and resources
• Contribute ideas and options to improve systems and processes
• Actively promote and champion ScreenSkills and the ScreenSkills Mentoring Network to individuals and small groups at events and courses
• Highlight deadlines, risks and challenges to the Mentoring Relationship Manager, providing relevant data in a timely and efficient manner. To work with the team to identify and implement solutions.

On days with the bursaries team, responsibilities include:

• Review submitted applications for completeness and accuracy, including following up with applicants on necessary amendments.
• Assess applications to open bursary schemes, obtaining appropriate advice and references; reaching a judgement or recommendation for approval to senior members of the delivery teams
• Issuing paperwork to applicants and processing payments using the BBGM grant management system
• Be the first point of contact in relation to all bursary queries.
• Provide any administrative support to the Fund Team as reasonably required.
• Assist with regular reporting about bursaries
• Representing bursaries at events both face to face and remotely

Essential skills and experience:

• Experience of working in a team and managing a busy workload
• Experience of following processes that require significant attention to detail, ensuring accuracy at all times
• Experience working in a customer facing role, providing high standard of customer service
• Proven experience of office administration
• Understanding of processing financial and confidential information
• Ability to devise, improve and maintain administrative systems
• Excellent IT skills including the ability to use MS Office products (Word, Excel, Outlook, PowerPoint)
• Aptitude to learn BBGM grant management software
• Excellent time management skills
• Excellent communication skills, particularly across email and phone
• Experience of dealing with queries from colleagues and members of the public in a professional manner
• Ability to effectively manage large amounts of data
• Ability to identify stories from evaluation and feedback to demonstrate the successes of programmes
• Problem solving skills; ability to look ahead to identify possible risks and challenges
• Proven capability to: work on your own (be a self-starter and know when to take the initiative); work with a team: take direction as necessary, as well as know when to refer up
• A positive can-do attitude
• Ability to stay calm under pressure
• Ability to travel across the UK

Preferred skills and experience:

• Experience or knowledge of grant making
• Experience of using GIFTS/BBGM/grant management software
• Experience or knowledge of the screen industries
• Customer service training
• Experience or knowledge of the creative industries
• Experience of working in a learning and development environment
• Knowledge of mentoring, what it is and how it benefits participants
• Knowledge of HubSpot or other CRM tool
• Experience of using databases

Please submit a CV and covering letter clearly stating how your skills and experience meet the requirements of the role or you can apply via our website. Please apply at your earliest availability as we may close applications early.