• Scientific Programmes Officer x 2

    Job Locations UK-London
    Posted Date 2 weeks ago(03/10/2018 18:34)
    Job ID
    Scientific programmes
    Closing Date
    Position Type
    Permanent Full-Time
    Salary Max
    GBP £29,376.00/Yearly
    Salary Min
    GBP £29,376.00/Yearly
    Pay Band
  • 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 scientific programme is one of the core strands of the Royal Society’s work;

    • Our scientific meetings bring outstanding international scientists together to advance scientific knowledge and generate new ideas. We host around30 international, two-day conferences each year at our large central London location and smaller, residential setting in North Buckinghamshire.
    • We support scientific collaboration by delivering a regular programme of high level bilateral international scientific meetings and international lectures (held both in the UK and internationally) with a range of leading scientific nations.
    • The Society’smedals, awards and prize lectures recognise excellence in science and technology across the world and celebrate outstanding scientific achievement.
    • The Fellows’ social programme provides opportunities for Fellows and Foreign Members to meet and engage with the Society and its work.


    The Society is looking to recruit a professional and enthusiastic individual to join the team as Scientific Programmes Officer. The individual will need to have a passion for science and a desire to work with some of the world’s leading scientists. Experience of events management is essential.


    Working with the Head of Section and Scientific Programmes Manager, the post holder will manage a varied portfolio of events, activities and projects and will have responsibility for planning, marketing and communication, quality control, budgetary control, delivery and evaluation of the programmes and activities under their remit.


    The post holder will also be expected to contribute to other projects outside their remit to aid the team’s activities as a whole.


    To apply, please submit a detailed covering letter (no more than one page) and CV.


    The covering letter and CV should clearly outline the following:

    • Why you would like to work for the Royal Society?
    • Why this role specifically appeals to you?
    • How your background and skills are suited to this role?

    Applications that do not follow this guidance will not be progressed.


    Reports to: Scientific Programmes Manager or Head of Scientific Programmes

    Line manages: None

    Location: Carlton House Terrace, London (travel to Chicheley Hall, Buckinghamshire required 1-2 times a month including some overnight stays. This role will include out of hours working which will be compensated for in an allowance)

    Hours: 35 hours per week (including some evening and weekend working)

    Salary: £29,376 plus unconsolidated allowance of £2,000 per annum 

    Pay band:C


    Closing date for applications: Tuesday 23 October 2018 


    Interview dates: 1 & 2 November 2018



    •  taking responsibility for the delivery of allocated parts of the scientific programme defined in ‘job scope’ above in order to reach agreed goals and deadlines.
    •  monitoring the budgets for projects under his/her control to ensure projects are run within agreed budgets; feeding this information into the overall budget for the team;
    •  ensuring that needs of the target audiences (both internal and external) are met as efficiently as possible, including the devising and implementing of marketing strategies as required;
    •  working with designers, both internal and external, to produce marketing materials for projects;
    •  ensuring appropriate evaluation methods are employed for all projects and producing output/outcome reports as required; feeding this information back into the marketing strategies as appropriate;
    •  drafting a range of written materials for speakers and organisers of meetings, and for internal reporting;
    •  liaising with internal and external service providers, e.g. catering facilities, building services, design companies, external venues, and a variety of Society contacts including Fellows of the Society, other scientists etc.;
    •  administering selection processes, including marketing calls for submissions, processing submissions, arranging committee meetings, publicizing the outcomes and making arrangements for related events;
    •  making all arrangements for the meetings of relevant committees, including selection of meeting dates, room bookings, etc., and the drafting and distribution meeting agenda, papers and minutes
    • implementing, in consultation with the Head of Section and Scientific Programmes Manager, methods of working to ensure efficiency and efficacy;
    • participating in the setting of plans, objectives and time scales and identifying for the Manager when these need to be updated/changed;
    •  ensuring Society operational and financial procedures are met for all activities within his/her remit;
    • administering other projects designed to implement the Society’s policies and objectives;
    • sharing experience and ideas with others in the Section and Society and contributing broadly to the smooth running, quality management approach of the Society.



    Key Knowledge and Skills Required

    Education / qualifications / knowledge / interests


           Graduate calibre with suitable administrative or office experience


    Excellent knowledge of office systems and procedures, including computer skills in Microsoft Office and databases


    An interest in events management


    An interest in science, mathematics, technology and its broader social significance


    An understanding of the world wide web and online communication and marketing


    Highly desirable



    Experience of working in a team environment


    Experience of events management


    Experience of producing promotional material for a variety of media (including web)


    Experience of managing a budget


    Experience of project evaluation


    Experience of managing contractors working on outsourced projects


    Experience of establishing & maintaining a network of contacts


    Experience of setting up committee meetings and preparing agenda & minutes


    Experience of administering selection processes, for example for grants or awards


    Experience of project management

    Highly desirable

    Experience of identifying and targeting a variety of audiences

    Highly desirable





    Able to work in a non-smoking environment


    Able to be flexible about working hours, including working evenings and weekends on occasion and travel between Royal Society premises




    Competency levels – Pay Band C role



    • 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



    • 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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