The Royal Society is seeking a confident administrator who is ready to develop their career in supporting policy delivery. The role will include: the administration of events ranging from large scale conferences with leading keynote speakers to small private roundtables involving government representatives and senior figures in industry and academia as well as supporting the Head of Policy in scheduling and preparing materials for internal and external meetings including team meetings; diary management and travel booking. For the right candidate, there is the potential for this role to provide an introduction to policy work.
This position is suitable for an efficient and versatile person with a confident and mature attitude who enjoys running the administrative support to a team and who wishes to progress their use of project management and event management and who forms excellent working relationships with a range of people.
This role will report to the Head of Policy, Resilient Futures.
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 Resilient Future Policy team seeks to inform and offer insights on issues relating to the low carbon economy including energy, climate change, materials, resources and also emerging technology as well as providing expert commentary on the structure in which innovation sits.
Reports to: Head of Policy, Resilient Futures
Location: Carlton House Terrace
Hours: 35 hrs/week
Pay Band: B
Educated to NVQ level 2 (or equivalent) with significant office-based experience or NVQ level 3 with moderate office-based 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 basic financial procedures
Setting up committee meetings and arranging papers
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
Able to be flexible about working hours on occasions
· 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.
· 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.
· 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
· 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.