• Coordinator, International Affairs

    Job Locations UK-London
    Posted Date 6 days ago(09/08/2018 10:26)
    Job ID
    2018-1241
    Category
    International Affairs
    Closing Date
    05/09/2018
    Position Type
    Permanent Full-Time
    Salary Max
    GBP £29,376.00/Yearly
    Pay Band
    C
  • Job Scope

    The Royal 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 in many research areas. One of the three key priorities in the Society’s strategic programme is to support international scientific collaboration. This work is delivered across all areas of the Society’s work and ensuring the delivery of this strategy is a core function of the International Affairs team.

     

    We are seeking an outstanding coordinator to provide a confidential, proactive and first-class service to the International Affairs team (up to 7 team members including 3 senior managers). . The coordinator will have experience of working in an office environment, a proven ability to work with people at all levels, organisational sensitivity and excellent time management and prioritisation.

     

    The International Affairs (IA) team oversees the Society’s international work and delivers a busy, fast-paced and very demanding portfolio of work which encompasses all sections of the Society. These activities involve a very high volume of travel and events across the world and is led by senior managers with very busy diaries who travel frequently. It is therefore essential that the coordinator is self-motivated, diplomatic, flexible and has the ability to work with people at all levels, multi-task and meet deadlines.

     

    Reports to:        Head of International Affairs

    Line manages:  N/A

    Location:           6-9 Carlton House Terrace, London, SW1Y 5AG

    Hours:               35 hours per week

    Pay Band:         C

    Salary:              £29,376 per annum

     

    Interviews to be held week commencing Monday 17 September.

    Responsibilities

    • Administrative support: Direct responsibility for providing full administrative support to the International Affairs team, including diary management for senior managers across international time zones and associated administrative, travel, logistics and finance support (purchase orders, invoices and expenses, updating internal finance systems), in line with RS process and procedures.

     

    • Organising travel: Organising an extensive programme of international travel for the International Affairs team and Royal Society senior representatives. This includes booking flights, visa applications and letters of invitation, creating itineraries, online check-in, conference registration, accommodation and other transport, in line with Royal Society travel policy. Proactively troubleshooting when problems occur and offering options and possible solutions, liaising with other colleagues to ensure smooth coordination.

     

    • Committee meetings: Provide support to IA senior management in advance of and during relevant committee meetings, including but not limited to the International Programmes Advisory Group (IPAG) including scheduling, all arrangements for meetings including room booking and travel, collation and distribution of papers and minute-taking.

     

    • Team coordination: Act as IA team coordinator, including organising team meetings and an annual away day. This includes sending invitations, booking meeting rooms, proactively creating weekly agendas and planning a longer term forward programme making suggestions to improve processes. Liaise with team members and colleagues at all levels of seniority. Minute-taking, following up on action items and maintaining an action log, organising catering and facilitating internal communications. Coordination of corporate tasks and deadlines (soirée invitations, Fellows events diary, weekly updates to RS leadership, updating CRM database, Trustees report and Year Book updates). Supporting IA senior management by providing timely reminders and effectively triaging issues in their absence.

     

    • Events management: Support the delivery of IA events. This includes sending invitations, tracking responses, organising catering, booking rooms/venues, providing badges and name places, liaising with third parties and managing the logistics (including seating plans and timings) working with other teams as necessary. Organise visits from senior external visitors and overseas delegations with tact, diplomacy and sensitivity to different cultures, political contexts and protocol. The Coordinator will also work with diplomatic missions in the UK and in-country.

     

    • Briefings and reading material: Preparing or ensuring that briefing documents are prepared as required and ensuring that reading material/paperwork is provided in a timely manner ahead of relevant meetings/as and when required.

     

    • Correspondence/ first point of contact/filing: Act as the first point of contact for the IA team including telephone calls and international email inbox. Ensuring that any information shared is in accordance with the GDPR and representing the team in internal fora related to GDPR and data management. Inbox management for the team and IA senior management as required including organising folders, responding to emails and sending correspondence on their behalf. Maintaining strict confidentiality and discretion when dealing with all correspondence and discussions, appropriate and GDPR-compliant electronic and paper filing systems (including archiving older items). Maintaining a tidy and orderly office space.

     

    • Ad hoc projects: Undertaking and supporting other ad hoc sectional projects within the IA Team as required with minimal supervision, keeping colleagues and senior management informed. These may include: office moves, creating presentations, and coaching, mentoring and advising colleagues.

    Key Knowledge and Skills Required

    Experience

    Essential

    • Educated to ‘A’ level or vocational qualification and/or equivalent experience
    • Experience in a similar role
    • Cultural sensitivity, diplomacy and experience of working with people from a wide range of cultures and backgrounds

     

    Desirable

    • Passion for or interest in science and/or international affairs

     

    Skills

    Essential

    • Strong interpersonal and communication skills (both oral and written)
    • Excellent attention to detail
    • Strong organisational skills
    • Excellent customer service skills
    • Confidence with computers and knowledge of Microsoft Office

    Desirable

    • Experience of using bespoke computer systems

     

    Abilities

    Essential

    • Able to understand, work and adhere to high standards
    • Able to work alone or as part of a team
    • Genuine and approachable with a friendly personality
    • Positive attitude with willingness to help others

     

    Circumstances

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

    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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