• Programme Coordinator, Data

    Job Locations UK-London
    Posted Date 5 days ago(13/07/2018 16:45)
    Job ID
    2018-1220
    Category
    Science policy
    Closing Date
    02/08/2018
    Position Type
    Permanent Full-Time
    Salary Max
    GBP £29,376.00/Yearly
  • 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. Science is vital to many areas of government policy- making and the Society seeks to ensure that government and the public have access to impartial and independent expert advice to inform debate and guide good decision-making.

     

    The Society’s Data Policy team seeks to promote the role of data science and digital technologies in advancing research, policy, industry and education. We have delivered major projects on data management and use, machine learning and cyber security and are engaged in diverse programmes of work on AI, data and digital technologies. The work of our team also includes activities relating to Europe, research and migration.

     

    We are seeking someone who can help the Society continue to develop its capacity as a convenor and influencer of leading thinkers across a range of policy areas relating to cutting-edge science, technology and research. You will support the delivery of a number activities within the data theme, which will involve a range of tasks likely to include: supporting the Head of Policy in scheduling and preparing materials for internal and external meetings including team meetings; planning and delivering events, ranging from large scale conferences with leading keynote speakers to small private roundtables involving government representatives and senior figures in industry and academia; helping coordinate and project-manage the delivery of major projects; supporting the process of commissioning research and supporting the team in coordinating and planning its activities to match our capacity and meet internal and external deadlines.

     

    This position is suitable for an efficient and versatile person with a confident and mature attitude who enjoys project management, event management, has experience of organising people and systems, and forms excellent working relationships with a range of people.

     

    The Society’s policy teams are led by a Director and Heads of Policy and are made up of Senior Policy Advisers, Policy Advisers, Programme and Project Coordinators and Interns. The policy team works closely with the media, public affairs, public engagement, international affairs and diversity & industry programme teams.

     

    Responsibilities

    1. Organise the logistics for internal and external policy-related events. This will include liaising with the Society’s internal conferencing and events section, seeking out suitable external venues, arranging catering, sending out invitations, managing the delegate list, on the day registration, preparing relevant material for the event and expenses
    2. Monitor delivery of a range of programme activities, including reporting on progress against key milestones, identifying risks to delivery and keeping information management and other project documents up to date.
    3. Providing support to the Head of Policy in scheduling and preparing for internal and external meetings and events.
    4. Providing administrative and logistical support for working groups and committees as needed.
    5. Providing support for projects within the theme, which may include sourcing background information for events and other activities; working with team members to support link-up between different projects in the theme; contract management; and working with senior staff to support relationships across our networks of experts.
    6. Managing contact details and registration lists appropriately.
    7. Management of basic financial activities such as paying invoices; dealing with expenses claims and logging spending accurately.

              

    Key Knowledge and Skills Required

    Qualifications

    Educated to degree level, NVQ level 4 or other equivalent with moderate office-based experience or with significant office-based experience

     

     

    Essential

    Experience

    Dealing with internal and external enquiries

    Developing administrative procedures

    Using Microsoft Office, Word and Excel

    Working in an office environment, preferably in a co-coordinating role

    Managing financial procedures

    Setting up committee meetings and arranging papers

    Managing projects and/or programmes

     

    Essential

    Essential

    Essential

    Essential

    Desirable

    Desirable

    Desirable

     

     

    Abilities

    Communicate easily and appropriately to colleagues at all levels of seniority

    Interpersonal and communication skills (both oral and written)

    Manage workload often involving a wide range of activities simultaneously

    Meet deadlines and stay calm under pressure

    Work constructively within a team – being responsive to their needs and co-coordinating their activities – and work under own initiative

     

     

    Essential

    Essential

    Essential

    Essential

    Essential

     

     

    Circumstances

    Able to be flexible about working hours on occasions

     

     

     

     

    Desirable

     

    Competencies

    Self-management

    ·        Works unsupervised and can motivate self

    ·        Produces results under pressure

    ·        Can manage in stressful situations

    ·        Pushes for the best results

    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 for senior colleagues

    ·        Understands when to seek senior advice on potentially delicate negotiations

    Resource management

    ·        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

    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

    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

    Managing people and relationships

    ·        Delegates effectively, setting clear expectations and authority

    ·        Monitors results and feedbacks 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

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