Medals and Awards Officer

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. One of the ways in which the Society supports its mission is through the medals and awards programme which is administered by the Scientific Programmes Team.

The team has two Medals and Awards Officers, reporting to the Senior Medals and Awards Officer. They have a varied remit encompassing administration of the annual nomination cycle, committee management and the planning and delivery of a portfolio of prize lectures.

Proven experience of managing complex multi-strand projects is essential as is an ability to quickly build strong working relationships with internal and external stakeholders at all levels. Experience of committee management and / or event management would also be advantageous.

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

Reports to: Senior Medals and Awards Officer

Line manages: None

Location: Remote and minimum 2 days per wk at Carlton House Terrace, London (This role will also include out of hours working)

Hours: Full time, 35 hours a week (including some evening and weekend working

Band C: £33, 000 to £42, 000

Contract type: Permanent 

The application closing date is 5 May 2024

First stage Interviews will take place week commencing 6 May and second stage interviews week commencing 13 May. 

Please note that we are unable to offer sponsorship for this role.

As directed by the Senior Medals and Awards Officer and / or the Head of Scientific Programmes, the Medal and Awards Officers will each have the following areas of responsibility. Please note that the below is not exhaustive.

Event management

• lead on the end-to-end planning and delivery of a portfolio of prize lectures and associated events as allocated by the Senior Medals and Awards Officer
• ensure that plans include flexibility to accommodate virtual or hybrid alternatives should the need arise
• liaise with awardees to seamlessly plan their prize lecture and associated events, providing timely communications, and ensuring that their experience is enjoyable and of a high quality
• resolve any logistical and resource issues that arise in the process of organising an event, escalating these in a timely manner if necessary
• work with the internal services teams, manage the catering numbers and produce design assets as required
• manage the invitation and registration processes for prize lectures, ensuring records are kept up to date in a timely way
• lead on the onsite or online delivery of events as required, ensuring that all staff are fully briefed ahead of time
• ensure that contact and event records on the CRM system are kept up to date
• effectively manage the budget for events, 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

Medals and awards lifecycle administration

• prepare the nomination system and associated documentation ready for the launch of the annual cycle on 30 November (Anniversary Day) each year
• manage the Awards inbox, responding to queries from nominators and nominees in a timely and professional manner
• monitor incoming nominations, escalating any issues that may arise and ensuring that each award is receiving nominations
• at the close of nominations, ensure that information is recorded accurately where needed and that any associated communications are sent in a timely manner
• ensure that medals are ordered in a timely way from the Royal Mint and other manufacturers
• support with the analysis of data to identify trends or areas of improvement
• liaise with colleagues to provide information for the marketing and promotion of awards

Committee management

• collate and draft written documentation for selection committee in a timely manner and support the Senior Officer to draft papers and take minutes
• work with the Senior Officer to support and facilitate the work of the 4 search panels during the call for nominations
• making all arrangements for the meetings of relevant committees and search panels, including selection of meeting dates, room bookings, etc., and the drafting and distribution meeting agenda, papers and minutes
• produce an annual analysis of the outcomes of the search panels to help identify areas of focus for the coming year

 Reporting and Evaluation

• ensure appropriate evaluation methods are employed for all projects and producing output/outcome reports as required
• take a continuous improvement approach to work, ensuring that processes are regularly reviewed and updated.