Job Description

Job Scope:

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. To support its mission the Society hosts and organises a number of scientific, policy and other meetings and public events at its head office location at Carlton House Terrace in central London. The Society also operates a conferencing business managed by the Head of Conferencing which allows third parties to book events at the Royal Society.

The Conference Administrator is a member of the conferencing team and their role is to support the Conferencing team in booking and co-ordinating external and internal events, booking bedrooms for Fellows who wish to stay at the Royal Society and administrative support such as the issuing of contracts or invoices. The conference administrator will also support the Head of Conferencing by providing additional support to the team as required.

Reports to: Head of Conferencing
Line manages: N/A
Location: The Royal Society, Carlton House Terrace
Contract type: Permanent
Hours: 35 hours per week
Pay band: B
Salary: 25,000 - 27,500 per annum
Contract type: Permanent
Closing date for applications:

Midnight Sunday 28

th

September 2025

Interviews will be held:

8/9 October 2025

Responsibilities:

Sales

Take bedroom bookings for Fellows, Research Fellows, Award and Medal Recipients and Fellows of sister societies of the Royal Society. Ensure standards of service are per Standard Operating Procedures and Service Level Agreements. Process smaller catering/event bookings

Administration

Ensure that all back up correspondence for external/ internal bookings including bedroom bookings is accurately kept by maintaining a separate, up-to-date paper file for each event containing all correspondence Ensure that all external enquiries are logged for future development To assist in the contracts administrative process: chasing for contracts, sending counter-signed contracts to clients where requested, preparing the client's files. Ensure that the event checklists for each booking are up to date and that end of the month filing is up to date To provide administrative support to the team

Support

To cover some conferencing duties during planned and unplanned absences Maintenance of the KxCalendar for External Events and Bedroom bookings To deal with and communicate with clients, to provide support as and when required to customers on the premises Be familiar with the health and safety of the premises including fire procedures

Financial

Prepare contracts for external clients, including bedroom invoices, for dissemination to the relevant parties, ensuring that the relevant administrative processes are being followed. Check deposit payments and update the conference management system Prepare final invoices for external customers and bedroom users Check for payments and update the KX conferencing booking system Ensure all reporting is completed for the month end/ year end Manage the credit control and work/ liaise with finance team Update the debtors list
Key Knowledge and Skills Required:

Education / qualifications / knowledge / interests

A levels or equivalent vocational qualification


Essential

Passion for or interest in science


Desirable

Experience

==============

Experience in a customer service and/or sales environment


Essential

Skills

Strong interpersonal and communication skills (both oral and written)


Essential

Excellent attention to detail


Essential

Strong organisational skills


Essential

Excellent customer service skills


Essential

Computer literate and knowledge of Microsoft office Knowledge of conferencing booking system

Essential

Highly desirable

Abilities

-------------

Able to understand, work and adhere to high standards


Highly Desirable





Able to work alone or as part of a team


Essential

Personal qualities

----------------------

Genuine and approachable with a friendly personality


Essential



Willingness to help others



Essential

Positive attitude


Essential

Circumstances

-----------------

Able to work in a non-smoking environment


Essential

Able to be flexible about working hours, including working evenings and weekends on occasion


Essential




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 'Let's 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 roll 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.