Job Scope
The Royal Society is a self-governing Fellowship of distinguished scientists drawn from all areas of science, technology, engineering, mathematics and medicine. The Society’s fundamental purpose is to recognise, promote and support excellence in science and to encourage the development and use of science for the benefit of humanity. The Society has played a part in some of the most fundamental, significant and life-changing discoveries in scientific history and Royal Society scientists continue to make outstanding contributions to science across the wide breadth of research areas.
The Fellowship programme is a core strand of the Royal Society’s work and this role will primarily focus on the planning and delivery of its annual programme of Fellowship induction events, as well as other milestone and VIP events such as Anniversary Day, the Premier Awards Dinner and Summer Science Exhibition Soirees. Working with the Head of Scientific Programmes, the post holder will lead the strategic planning and execution of these high-profile activities which are run to exacting standards.
Proven experience of delivering complex, high-profile events is essential, as is an ability to quickly build strong working relationships with internal colleagues, the Fellowship and external partners at all levels. The successful candidate will demonstrate exceptional organisation and communication skills and be used to managing competing priorities and expectations. Experience of working with scientists or academics would be advantageous.
Reports to: Head of Scientific Programmes
Line manages: Scientific Programme Officer, Fellowship
Location: Carlton House Terrace, London
Hours: 35 hours per week (including some evening and weekend working)
Duration: Fixed Term for approx. 9 months (maternity cover)
Pay Band: D
Salary: £35,931 to £44, 913
This vacancy will close early if we receive sufficient applications for the role. Therefore, please submit an application as soon as possible if you are interested in applying for the role.
Responsibilities
Working with the Head of Scientific Programmes, the Senior Scientific Programme Officer, Fellowship will have the following areas of responsibility.
Event / Programme Management
lead on the end-to-end delivery of an annual portfolio of Fellowship and milestone events, ensuring that all events are delivered successfully, to a high standard and meet their objectives. contribute to the setting of plans, event objectives and timescales and proactively flag any required changes or updates to the Head of Scientific Programmes. ensure that event plans include flexibility to accommodate virtual or hybrid alternatives should the need arise. resolve any logistical and resource issues that arise in the process of organising an event, escalating these in a timely manner if necessary. work closely with internal colleagues to ensure that logistical arrangements support the goals of the meeting. lead and supervise the onsite delivery of events, ensuring that there is adequate resource in place. draft a range of written materials, such as concept notes, briefing documents or reports for committees, speakers, meeting organisers and senior leadership and other audiences. monitor the reputational risks of programmes or events, raising any potential issues with the Head of Scientific Programmes and other colleagues as needed. create and manage the registration processes for each meeting or programme and ensure they are administered effectively. effectively manage the budget for events or programmes, ensuring they are run within agreed parameters and document this information in the overall section budget. ensure contributors and participants are appropriately acknowledged and thanked where needed. ensure post-event / programme debriefs take place and that lessons learned are acted on in the future.Relationship Management
establish and maintain excellent working relationships with all relevant teams in the Society, in particular with the Executive Director, Officers and their offices, Conferences, AV and Central Secretariat. ensure communication about event preparation is timely and clear, and that the relevant approvals are obtained for any changes in approach or format. collaborate other teams within the Society as required - including International Affairs, Grants, Policy, IT and AV - and with external key partners to ensure a high standard of deliveryacross the full range of activities ensure that teams with parallel or associated interests are aware of plans for events in a timely manner (e.g. Development, Media Relations) liaise with a variety of Society contacts including Fellows of the Society, other scientists, policymakers etcReporting and Evaluation
ensure appropriate evaluation methods are employed for all projects and producing output/outcome reports as required. work with colleagues to ensure compliance with relevant RS guidelines including appropriate audit and financial controls. take a continuous improvement approach to work, ensuring that processes are regularly reviewed and updated.Line Management
direct line management of the Scientific Programmes Officer, Fellowship, including supporting them with their continuing professional development ensure that events led by the Scientific Programmes Officer, Fellowship are successfully delivered and within budgetAdditional Duties
deputise for the Head of Scientific Programmes if required contribute to other projects or support the team with the delivery of other events as required lead or actively contribute to team or cross-Society projects as required provide a consulting role to support other teams on strategic events or high-profile activities as required take responsibility for your own personal development connect with colleagues in sister Academies to share knowledge on best practiceThe post holder will be subject to Disclosure and Barring Service (DBS) checks.
Key Knowledge and Skills Required
Education / qualifications / knowledge / interests
· Educated to degree level or equivalent experience
Essential
· Excellent knowledge of IT (Microsoft Office Suite) and databases
Essential
· Excellent interpersonal skills, diplomatic and with a high degree of cultural awareness
Essential
· Experience of managing people
Essential
· Outstanding written and verbal communication skills with an ability to convey information to a range of audiences in a clear and confident way
Essential
· Ability to prioritise and manage a varied workload
Essential
· An understanding of the scientific and academic community
Desirable
Experience
· Demonstrable experience of managing complex high-profile events and / or programmes
Essential
· Highly developed organisational skills, with evidence of strong project management, attention to detail, meticulous planning and organisational skills
Essential
· Proven ability to form strong working relationships with a variety of individuals including senior leaders, internal and external stakeholders, and suppliers
Essential
· Experience of managing suppliers and negotiating contracts
Essential
· Experience of managing budgets, including forecasting and reconciliation
Essential
· Experience of establishing & maintaining a network of contacts
Essential
· Experience of project evaluation
Desirable
Circumstances
· Able to be flexible about working hours, including working evenings and weekends on occasion
Essential
Competencies
Self-management
· Works unsupervised and can motivate self
· Produces results under pressure
· Can manage in stressful situations
· Pushes for the best results
· Pursues and encourages feedback that may reveal an error in judgment and then makes appropriate adjustments
· Recognises own personal biases or limitations, and uses this understanding to improve decisions and plans for action
· Seeks out mentors and other development resources to gain additional self-awareness and personal development
· Reflects on negative situations with maturity and seeks to understand own contribution to the situation
· Holds things together and acts as a settling influence
Working with others
· Contributes ideas and identifies opportunities to work with others both within the team and across the organisation
· Willing to provide feedback to sectional colleagues when requested
· Produces succinct presentations and papers often for senior management colleagues
· Understands when to seek senior advice on potentially delicate negotiations
· Reaches a variety of audiences using an appropriate mix of communication methods and tailored messages to appeal to their unique needs
· Speaks from the heart to compel action and creates an emotional appeal for organisational priorities
· Creates an environment of transparency while respecting confidentiality requirements
· Builds consensus for delivering team goals. Frequently interacts with peers, on cross-functional matters.
Resource management
· Implements complex cross-cutting projects to time, budget and specification
· Makes the best of internal/external resources and coordinates well with external partners to best meet the needs of the Society
· Builds contingency into projects taking into account possible outside factors
· Sets and monitors performance against quality and results orientated targets.
· Focuses on both short and long-term goals
· Creates novel solutions to problems
· Creates a detailed design or plan to implement a new solution or approach
· Adjusts course as new information comes to light
· Executes quickly and decisively in a time-sensitive situation
· Takes accountability to persist until opportunity is realised or problem solved
Critical thinking
· Determines and clarifies the exact requirements of any situation
· Checks information for accuracy and raises concerns if information is inaccurate
· Extracts the key points succinctly, clearly and accurately
· Puts forward suggestions for improvement concerning current processes or systems
· Tries different ways of doing things to get the best results
· Compares and evaluates the strengths and weaknesses of a variety of options
· Formulates an opinion by considering opposing views and suggestions
Adaptability
· Overcomes obstacles and is not deterred by setbacks; checks assumptions and first principles and works out alternative approaches
· Reacts proactively to new challenges and works in a flexible manner to produce solutions
· Provides feedback and participates in discussions surrounding new ideas approaches or projects
· Maintains focus and continues to deliver when things are ‘up in the air’
· Adjusts to act differently depending on the situation
· Takes steps to understand basic risk management and importance of identifying and maintaining controls
· Helps others to understand and cope with ambiguous situations
Managing people and relationships
· Delegates effectively, setting clear expectations and authority
· Monitors results and feeds back to team on a regular basis
· Recognises others’ contributions and acknowledges their limits
· Helps others to identify ways to improve their performance
· Prioritises supervisory responsibilities and carries them out in a timely fashion
· Understands and can identify client/stakeholder/staff needs and looks for opportunities to improve their experiences
· Demonstrates trust in others’ ability to accomplish tasks at acceptable levels of performance
· Provides current, direct, complete and actionable positive and constructive feedback
· Has a mind-set of sharing own and others’ expertise
· Creates an environment of transparency while respecting confidentiality requirements
· Focuses on surfacing underlying customer issues/concerns and identifying root causes
· Increases exposure to and personal relationships with customers
· Expresses positive views of the customer
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Job Scope
The Royal Society is looking for energetic and organised individual to join the Society as a Project Coordinator working across our portfolios of work on data and digital technologies. Based in the Science Policy directorate, in the Data team, the successful candidate will play a vital role supporting colleagues to deliver policy programmes and projects on a range of issues. This will include general administrative support; organising meetings and events from large conferences to small briefings and roundtables; and providing updates and briefings to colleagues on the progress of projects and activities. They will also take an active part in team meetings and contribute to the sharing of ideas and good working practices.
Current and recent topics the team has been working on include artificial intelligence; privacy-enhancing technologies; online disinformation; data for emergencies; and assistive technologies.
The position is suitable for efficient and versatile people who enjoy project management and learning about new, complex, topics. They will be expected to work closely with Policy Advisers and Senior Policy Advisers in the Data team, as well as colleagues from other teams across the Society. They will also contribute to the overall development of the Science Policy team and the delivery of its objectives. A genuine interest in the science and policy issues related to data, digital technologies, or artificial intelligence is desirable for this role. The successful candidate will work under the guidance of a senior member of the team and will benefit from training and development opportunities pertinent to project management and administration.
About the Royal Society
Founded in 1660, the Royal Society’s mission is to recognise, promote, and support excellence in science and to encourage the development and use of science for the benefit of humanity. Science is vital to many areas of policy making and the Society seeks to ensure the government and the public have access to impartial and independent expert advice to inform debate and guide good decision making. The Royal Society provides independent, timely and authoritative scientific advice to UK and international decision makers. We champion the contribution that science can make to economic prosperity, quality of life and environmental sustainability; and we are a hub for debate about science, society and public policy. We are committed to ensuring everyone has the opportunity to appreciate the value of science and to engage with science through top quality education.
We undertake the following activities, on topics that reflect the Society’s priorities:
: Analysing the scientific evidence relating to major policy issues in collaboration with other experts. : Producing reports, statements, consultation responses and other publications on a regular basis. : Bringing together policymakers and scientists to discuss current topics in science policy.The Society’s policy work is led by the Science Policy directorate, working closely with the Media Relations, Public Affairs, Public Engagement, International Affairs and Diversity & Industry Programme teams. Activities are undertaken by a team of Senior Policy Advisers and Policy Advisers who work across a range of themes and policy issues, according to priorities and their own expertise.
Reports to : Senior Policy Adviser
Line manages : N/A
Location : 6-9 Carlton House Terrace, London SW1Y 5AG.
Hours : 35 hours per week
Pay Band : B
Salary : £24,584 – £30,730 (Dependent on experience)
Contract Type : permanent
Closing date: 23:59pm 31January 2024.
All Royal Society roles are office based at our Piccadilly premises, although some hybrid working is available depending on the role. No fully remote contracts are offered. Please ensure you are able to come to our central London offices on a regular basis, whenever you are needed, and at your own expense before applying. We do not offer any relocation allowance or travel subsidy.
Responsibilities
Managing the delivery of high-quality, smooth-running meetings and events including event planning; invitations and event registration; room bookings and catering; and handling event logistics Preparing meeting agendas, briefings, and minutes for project-specific meetings (e.g. Committee meetings) Updating project management tools (e.g. action logs, gantt charts), helping ensure activities run smoothly and to schedule Sharing information and maintaining relationships with key colleagues across the Society (e.g. Communications, Design) Keeping abreast of relevant developments related to the team’s work on data and digital technologies. Assisting colleagues with drafting of policy reports and workshop notes where appropriate. Alerting line managers on progress and discussing proposals for dealing with major problems. Supporting the Data team, and the wider Science Policy directorate, to develop and implement the overall strategy for the Royal Society. Contributing to other activities within the Royal Society as required.
Key Knowledge and Skills Required
Education
A degree (or equivalent) Desirable
Knowledge/skills/abilities
Ability to write concise, logical, grammatically correct papers, letters and emails. Essential
Good telephone manner Essential
Effectively interacts with people at all levels of seniority Essential
Prioritises tasks in order to complete work in a timely manner Essential
Performs effectively with a fluctuating workload Essential
Collaborates effectively with individuals Essential
Experience
Have worked in a committee environment Desirable
Preparing concise meeting notes or minutes Desirable
Organising small meetings Essential
Employment in an office environment Desirable
Experience in one or more areas of science or education policy Desirable
Experience in project management Desirable
Writing committee meeting papers Desirable
Circumstances
Able to be flexible about working hours on occasions Desirable
Competencies
Self-management
· Enthusiastic and positive attitude
· Reliable and consistent
· Output is accurate and of high quality
· Punctual and meets deadlines
· Confident of own abilities
· Knows personal values, strengths, weaknesses, opportunities and limits
· Gains insight and learns from mistakes
· ‘Lets go’ of an issue and knows when to move on
· Is open and non-defensive when faced with criticism
· Ensures actions are consistent with words and messages
Working with others
· Willing to cooperate and share knowledge within the team, Shares all relevant, critical and useful information
· Willing to help others in times of need
· Listens to and acts upon feedback from senior colleagues and willingly learns from others
· Able to give simple presentations to sectional colleagues
· Understands that one’s own actions and behaviours will influence how others perceive and engage with the Society
· Offers their assistance if they have the capacity, without the need to be asked.
· Actively seeks opportunities for gaining feedback from others
· Presents with confidence within own section and area of remit.
· Communicates confidently, asks questions and checks for understanding.
· Values the input of others, balances that with a sense of purpose to get the job done
· Possesses self-awareness and senses situations prior to acting or communicating.
Resource management
· Is aware of and works within budgetary and resource constraints
· Organises own workload prioritising according to business need
· Is flexible and adapts to changing circumstances and priorities
· Looks for ways to improve quality or results
· Meets the standards of quality expected of their role
· Maintains high standards despite pressing deadlines
· Does work right first time, corrects own errors and regularly produces accurate, thorough, professional work.
· Is able to multitask and manage urgency in a calm and practical manner.
· performs a wide variety of tasks and changes focus quickly as demands change
· Undertakes additional responsibilities and responds to situations as they arise with minimal fuss and supervision.
Critical thinking
· Thinks tasks, queries and problems through and considers what they need to know
· Uses relevant information when providing a service, solving a problem or dealing with a query
· Is open to new ideas and willing to try them
· Makes decisions within well-defined guidelines
· Uses initiative to select most appropriate solution to straightforward problems
· Analyses both successes and failures for clues to improvement
· Prepares for problems or opportunities in advance
· Distinguishes the main issues from side issues
· Proposes various solutions or options for consideration defining the pros and cons of each
Adaptability
· Adapts to changes in workload without letting standards slip
· Listens to and accommodates the alternative views of others
· Takes on new challenges when asked to do so
· Is receptive and accommodating when asked to take on new projects outside of their usual job specification.
· Remains open-minded and changes opinions on the basis of new information
· Performs a wide variety of tasks and changes focus quickly as demands change and with minimal disruption or fuss
Managing people and relationships
· Values and appreciates the importance of feedback
· Shares responsibility for the performance and workload of the team where appropriate
· Handles requests promptly and politely
· Respects opinions and deals appropriately with complaints
· Works to improve the performance of oneself and others by pursuing opportunities for continuous learning.
· Constructively helps others in their development.
· Exhibits a “can-do, will-do” approach and inspires peers to excel.
· Asks questions and probes to understand stated and underlying needs, issues, concerns and problems
· Addresses concerns and problems fairly, empathetically, decisively and promptly, maintaining a diplomatic and professional manner
· Manages expectations and keeps everyone concerned up-to-date on progress
· Raises concerns and recommends potential solutions for those processes that negatively impact on relationships, customer service or the fair treatment of customers.
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