Job Description

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 Societys 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 Scientific Programmes Team comprises four key programmes that both facilitate scientist to scientist communication and recognise excellence in science. The programmes are:

• Scientific Meetings programme (UK-wide) as recommended by the Hooke committee
• Delivery of bilateral international meetings in collaboration with the International Affairs Team
• Medals and Awards programme including associated prize lectures
• Royal Society and Fellowship annual events programme

This role supports the work of the Medals and Fellowship programmes and is primarily focused on supporting the planning and delivery of high-profile events. It also supports the administration of the medals and awards programme.
Attention to detail and administrative experience within a busy team is essential, as is an ability to quickly build strong working relationships with internal colleagues 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.
The post holder will also be expected to contribute to other projects and events outside their remit to support the teams activities as a whole, if required.
Reports to: Scientific Programmes Manager, Fellowship and Medals
Line manages: None
Location: Office first at Carlton House Terrace, London with some hybrid working available
Hours: 35 hours per week (including some out of hours working)
Pay band: B
Contract type: Permanent
Salary: 331, 775
Application closing date: 27 April at 23:59.
Interview dates: 5 May 2025
Please note that we are unable to offer sponsorship for this role.
This vacancy will close early should a suitable candidates be selected for the position.
Responsibilities:
Please note that the job description below is not exhaustive.
Working with the Manager, Medals and Fellowship, the post holder will be responsible for:
Event / Meeting Administration

• working with the Scientific Programmes Officer, Fellowship, support the logistical organisation and delivery of the annual programme of Fellowship events and ad hoc strategic Royal Society events.
• draft and proof a range of written materials, such as programme booklets or briefing documents for speakers and other audiences.
• support the invitation and registration processes for events, ensuring records are kept up to date in a timely way.
• ensure that contact and event records on the CRM system are kept up to date.
• ensure that the website is updated with event information as needed.
• support the team with processing speaker expenses as required.
• support the preparation of event materials as needed by the team (badges, scrolls, table and seating plans, etcxe2x80xa6) and ensure there is sufficient stock ahead of meetings.
• support the Scientific Programmes Officer, Fellowship with post-event administration.
• support the team with any other administration as needed.

Medals and awards programme
As directed by the Manager, Medals and Fellowship,

• support the administration of the nominations cycle with tasks such as gathering and analysing data, preparing documents for committees or team meetings, requesting and collating referee requests and anything else as needed.
• support the onsite delivery of Prize lectures
• support the Medal and Awards Officers with post-lecture administration where required

Relationship Management

• manage the relevant shared inboxes as needed, and respond to queries in a timely manner
• quickly build excellent working relationships with the immediate team and colleagues across the society in order to support the effective planning and delivery of events

Additional Duties

• take a continuous improvement approach to work, ensuring that processes are regularly reviewed and updated support with the onsite delivery of scientific meetings at Carlton House Terrace and with other events organised by the wider Scientific Programmes section

Key Knowledge and Skills Required:
Education / qualifications / knowledge / interests
Educated to degree level or equivalent experience
Essential
Excellent knowledge of office systems and procedures, in particular Microsoft Office Suite, Microsoft Teams and databases
Essential
Ability to prioritise and manage a varied workload
Essential
An understanding of the scientific and academic community
Desirable
Experience / skills
Demonstrable experience of providing excellent customer service and working in a customer-focused environment
Essential
Proven ability to form strong working relationships with a variety of individuals including internal and external stakeholders, and suppliers
Essential
Highly developed organisational skills, with a methodical approach to planning and work
Essential
Excellent communication skills (written and oral) with a high degree of tact and diplomacy
Essential
Experience of establishing and maintaining a network of contacts
Essential
Attention to detail with an ability to produce high quality work, even during busy times.
Essential
Circumstances
Able to be flexible about working hours, including working evenings
Essential
Competencies:
nagement
xc2xb7 Enthusiastic and positive attitude
xc2xb7 Reliable and consistent
xc2xb7 Output is accurate and of high quality
xc2xb7 Punctual and meets deadlines
xc2xb7 Confident of own abilities
xc2xb7 Knows personal values, strengths, weaknesses, opportunities and limits
xc2xb7 Gains insight and learns from mistakes
xc2xb7 xe2x80x98Lets go of an issue and knows when to move on
xc2xb7 Is open and non-defensive when faced with criticism
xc2xb7 Ensures actions are consistent with words and messages
Working with others
xc2xb7 Willing to cooperate and share knowledge within the team, Shares all relevant, critical and useful information
xc2xb7 Willing to help others in times of need
xc2xb7 Listens to and acts upon feedback from senior colleagues and willingly learns from others
xc2xb7 Able to give simple presentations to sectional colleagues
xc2xb7 Understands that ones own actions and behaviours will influence how others perceive and engage with the Society
xc2xb7 Offers their assistance if they have the capacity, without the need to be asked.
xc2xb7 Actively seeks opportunities for gaining feedback from others
xc2xb7 Presents with confidence within own section and area of remit.
xc2xb7 Communicates confidently, asks questions and checks for understanding.
xc2xb7 Values the input of others, balances that with a sense of purpose to get the job done
xc2xb7 Possesses self-awareness and senses situations prior to acting or communicating.
Resource management
xc2xb7 Is aware of and works within budgetary and resource constraints
xc2xb7 Organises own workload prioritising according to business need
xc2xb7 Is flexible and adapts to changing circumstances and priorities
xc2xb7 Looks for ways to improve quality or results
xc2xb7 Meets the standards of quality expected of their role
xc2xb7 Maintains high standards despite pressing deadlines
xc2xb7 Does work right first time, corrects own errors and regularly produces accurate, thorough, professional work.
xc2xb7 Is able to multitask and manage urgency in a calm and practical manner.
xc2xb7 performs a wide variety of tasks and changes focus quickly as demands change
xc2xb7 Undertakes additional responsibilities and responds to situations as they arise with minimal fuss and supervision.
Critical thinking
xc2xb7 Thinks tasks, queries and problems through and considers what they need to know
xc2xb7 Uses relevant information when providing a service, solving a problem or dealing with a query
xc2xb7 Is open to new ideas and willing to try them
xc2xb7 Makes decisions within well-defined guidelines
xc2xb7 Uses initiative to select most appropriate solution to straightforward problems
xc2xb7 Analyses both successes and failures for clues to improvement
xc2xb7 Prepares for problems or opportunities in advance
xc2xb7 Distinguishes the main issues from side issues
xc2xb7 Proposes various solutions or options for consideration defining the pros and cons of each
Adaptability
xc2xb7 Adapts to changes in workload without letting standards slip
xc2xb7 Listens to and accommodates the alternative views of others
xc2xb7 Takes on new challenges when asked to do so
xc2xb7 Is receptive and accommodating when asked to take on new projects outside of their usual job specification.
xc2xb7 Remains open-minded and changes opinions on the basis of new information
xc2xb7 Performs a wide variety of tasks and changes focus quickly as demands change and with minimal disruption or fuss
Managing people and relationships
xc2xb7 Values and appreciates the importance of feedback
xc2xb7 Shares responsibility for the performance and workload of the team where appropriate
xc2xb7 Handles requests promptly and politely
xc2xb7 Respects opinions and deals appropriately with complaints
xc2xb7 Works to improve the performance of oneself and others by pursuing opportunities for continuous learning.
xc2xb7 Constructively helps others in their development.
xc2xb7 Exhibits a can-do, will-do approach and inspires peers to excel.
xc2xb7 Asks questions and probes to understand stated and underlying needs, issues, concerns and problems
xc2xb7 Addresses concerns and problems fairly, empathetically, decisively and promptly, maintaining a diplomatic and professional manner
xc2xb7 Manages expectations and keeps everyone concerned up-to-date on progress
xc2xb7 Raises concerns and recommends potential solutions for those processes that negatively impact on relationships, customer service or the fair treatment of customers.