Small Grants Fund

We understand that sometimes the smallest changes can make the biggest difference to a patient’s time in hospital, be it a more relaxing waiting area, better equipment, activities to improve wellbeing or better access to information. The Small Grants Fund provides funding for bright ideas to support staff in improving the patient experience across the Trust’s five hospitals.

Members of Trust staff can apply for projects to improve patient care in their ward, department or across the Trust, and also towards staff amenities where appropriate.

In order to make our support go further we encourage applications of up to £5,000* per project to ensure we can help as many teams and departments as possible over the coming year.

* If you have a project that you believe will make a significant improvement to patient care or service delivery that exceeds the £5,000 cap, please contact the grants team to discuss this before beginning an application.

How to Apply

Applications must be submitted via our online grants management system, Flexigrant. We do not accept hard-copy applications. Please click here to access the online application form.

Application Timeframe

It is a yearly round with the current application window open from 1 April 2018 to 28 February 2019.

The money is ring-fenced on a quarterly basis so there is no advantage to apply early in the year.

A decision outcome timeframe exists depending on the value of the application submitted. Applicants should be aware of this when applying. The timescales are as follows:

  • Under £2,000 – 2 weeks
  • £2,000 - £10,000 – Quarterly



How much can I apply for?

Funding of up to £5,000 is available.

In certain circumstances we will consider applications up to the value of £10,000 where this is a demonstrable benefit to a significant number of Trust staff and patients. (i.e. patient day room/clinic refurbishment).

Please note applications up to the value of £10,000 need to be discussed prior to starting an application online.



Applications can only be submitted by members of staff at Imperial College Healthcare NHS Trust.

Applications must clearly demonstrate how the funds will improve patient care, services, experience or staff amenities.

Applicants must have sought support from their Divisional /Departmental budget before applying to the Charity.

Applicants must also have sought support from Fund Adviser Special Purpose Funds (FA SPF) before making an application to the Small Grants Fund and only apply if there is no suitable FA SPF available. These are existing funds managed by a Trust member of staff each with a specific purpose to support a particular ward, department, area of research, service or group of patients. To check if your team or department has access to a FA SPF please email

Projects involving works to an area (E.g. kitchen areas, flooring, clinic refurbishments) must obtain an E-mandate and an up-to-date quote before submitting an application.

Applicants must obtain approval from their line manager.

An area (e.g. a clinic, ward, unit, team) can only receive a maximum of £10,000 per financial year, noting priority will be given to first-time requests.

If successful, applicants will be required to submit an End of Grant monitoring and evaluation report.

Projects/items we can support with
  • Day room/clinic refurbishments.
  • Staffroom refurbishments.
  • Equipment that will improve patient experience, is innovative and creates a step change will be considered on a case by case basis.
  • Events/conferences will be considered on a case by case basis that will have a demonstrable benefit to a significant number of patients and/or staff.

This list is not exhaustive. Please contact to discuss other financial support requests.

Projects/items we cannot support with
  • Any item or project that could be funded by a Fund Adviser Special Purpose Fund.
  • Any item or project that should receive core funding from departmental budgets.
  • Any item or project that could receive funding from a FA SPF.
  • Any item or project that has already been purchased/delivered (no retrospective funding).
  • Replacement of equipment that is like for like.
  • General staff hospitality (e.g. socials, staff rewards, meeting or travel expenses).
  • Payments to individuals.
  • Research projects.
  • Any piloting/testing/implementation projects relating to Quality Improvement ideas. Separate funding is available for these projects via the Charity’s previous contribution to the QI Hub (please contact in the first instance).
  • Conference attendance
  • Training course fees
Grant award length

The grant is awarded for a maximum period of 12 months.

Reporting Requirements

An End of Grant report is required 1 month after the end of the funding period.

Financial Information

The grant is awarded to the grant holder and the grant itself sits with the charity. The Charity does not provide funding directly to the Award holder in one lump sum.

The grant holder makes the purchases through their department.

The Grant Holder must inform the relevant finance department of the funding awarded. The Trust will then invoice the Charity for expenditure against this account quarterly and in arrears. The Charity will reimburse the Trust / College upon receipt of an itemised invoice quoting the Grant Reference Number.

Grants will be reconciled back to the charity after the award period has finished and the funding will no longer be available. The Charity will contact the grant holder in advance of this to inform the Grant Holder.

Further information

For any additional information or guidance please contact the charity’s grants team at or call 020 3857 9844