27 Oct
The Royal Society
London
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 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 etc
Reporting 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 budget
Additional 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 practice
The 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
▶️ Senior Scientific Programmes Officer, Fellowship - 9 months fixed - term (maternity cover)
🖊️ The Royal Society
📍 London