Grants Administrator / Coordinator Full Time NEW

Part-time, ideally 3 full days per week

Flexible / remote working

Salary: circa £30,000 to £35,000 FTE, pro rata for part-time hours

About the Company

Our client is a specialist healthcare consultancy working across patient advocacy, healthcare communications and insight-led projects within the pharmaceutical and biotech sectors.

The business partners with healthcare companies, patient organisations and wider stakeholder groups to support meaningful, patient-focused work. Their projects are thoughtful, varied and often sit outside the more traditional medical communications agency model.

This is a collaborative, flexible and purpose-led environment where strong organisation, attention to detail and clear communication are highly valued.

The Opportunity

This is a new part-time opportunity within the company’s grants function.

The role would suit someone highly organised, detail-focused and comfortable supporting a mix of administration, coordination, documentation and budget tracking.

This is not a senior grants strategy role. It is a hands-on administrative and coordination position, supporting the preparation, submission and tracking of multiple grant applications across a range of client projects.

You will work closely with internal teams, including grants, partnerships, account and writing colleagues, to help keep grant activity moving. This will include ensuring documents, budgets, submissions, portals and tracking systems are accurate, up to date and well managed.

The role includes a finance element, mainly around supporting grant budgets, tracking applications and helping with reconciliation once grants are completed.

The preference is for someone to work three full days per week, although there may be some flexibility to spread the hours across four or five days if needed.

Key ResponsibilitiesGrant administration and coordination

You will support the team across the grant application process, including:

• Preparing and organising grant application documents
• Supporting the development of letters of request, grant proposals, supporting documents and budget templates
• Helping gather information from internal teams, writers, partners and external stakeholders
• Supporting the drafting of grant application materials and budgets, with guidance from the wider team
• Submitting grant applications via email and online pharmaceutical industry portals
• Tracking multiple live applications across different clients and projects
• Monitoring key dates, submission requirements, deadlines and follow-up actions
• Ensuring grant documentation is accurate, complete and submitted on time

Team support and collaboration

You will work closely with internal colleagues to help keep projects moving. This will include:

• Coordinating information between internal teams, patient advocacy organisations and industry partners
• Supporting writers and project teams with grant-related content, documentation and submission requirements
• Helping format, check and organise grant materials before submission
• Following up internally to make sure actions, approvals and documents are not missed
• Supporting the team across several grant applications running at the same time
• Helping maintain clear communication and smooth handovers across the process

Tracking, reporting and records

You will help keep grant activity well organised and visible by:

• Maintaining grants databases and internal tracking documents
• Updating records on submission dates, status, outcomes and next steps
• Tracking key actions and deadlines across live grant applications
• Supporting basic reporting across live and completed grants
• Helping with post-activity reconciliation and close-out documentation
• Keeping files, folders and records accurate, tidy and easy to access

Budget and finance support

There will be a budget tracking and finance support element to the role, including:

• Supporting the preparation and checking of grant budgets
• Helping draft budget materials, with support from the wider team
• Tracking budget information across applications and completed grants
• Supporting reconciliation activity once projects or funded activities have completed
• Checking figures, templates and supporting documents carefully for accuracy
• Flagging missing information, inconsistencies or issues where needed

What We Are Looking For

We are looking for someone organised, reliable and detail-focused, who enjoys keeping things running smoothly behind the scenes.

The key requirements for this role are:

• Strong organisational skills, with the ability to support many concurrent applications at the same time
• Excellent attention to detail, especially across documents, budgets, portals and deadlines
• Experience supporting grant applications and/or grant budgets
• Ideally, pharma grants experience, including online portal submissions
• Confidence working with documents, spreadsheets, tracking systems and submission processes
• Good written communication skills
• A calm, methodical and reliable approach to deadlines
• The ability to work closely with internal teams and external stakeholders
• Good working knowledge of Microsoft Office / Office 365
• The confidence to work independently while knowing when to ask questions or escalate

Experience That Would Be Helpful

The following experience would be useful:

• Experience supporting pharmaceutical grant applications
• Experience submitting applications through pharma or healthcare industry portals
• Experience preparing or supporting letters of request, proposals, budgets or supporting documents
• Experience working in medical communications, healthcare communications, patient advocacy, pharma, biotech, charity, non-profit or a related consultancy environment
• Experience supporting budgets, financial tracking or reconciliation
• Experience working across multiple client projects or concurrent applications
• Oncology experience, although this is helpful rather than essential

This Role Could Suit Someone Who

This opportunity could suit someone who:

• Has worked as a Grants Administrator, Grants Coordinator, Project Coordinator, Programme Coordinator, Team Administrator, Account Executive or similar
• Has experience supporting grant submissions, ideally within pharma, healthcare, patient advocacy or MedComms
• Enjoys structure, process, tracking and keeping multiple moving parts under control
• Is comfortable supporting senior colleagues rather than owning the full grants strategy independently
• Likes working across documents, deadlines, portals, budgets and internal systems
• Can manage multiple applications across different clients without losing track of the detail
• Would value a part-time role where they can make a clear contribution without needing to work full time
• Wants to be part of a thoughtful, collaborative and purpose-led team

Why Apply?

This is a strong opportunity to join a specialist healthcare consultancy doing meaningful work across patient advocacy, healthcare insight and pharma-supported projects.

The company offers:

• Flexible / remote working
• A thoughtful and collaborative team environment
• The chance to support purposeful healthcare and patient advocacy projects
• Exposure to grants activity across pharma, healthcare and patient advocacy work
• A role where organisation, detail and follow-through will be properly valued
• The opportunity to join a growing grants function at an important stage
• A part-time structure that reflects the actual workload rather than forcing a full-time role where one is not needed

For someone who enjoys organisation, detail and supporting purposeful healthcare projects, this is a strong opportunity to play an important role in a growing grants function on a flexible, part-time basis.