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Scientific Programmes Officer, International

Job Locations UK-London
Posted Date 2 weeks ago(06/02/2025 12:34)
Job ID
2025-1824
Category
Grants
Position Type
Permanent Full-Time
Salary Max
GBP £38,000.00/Yearly
Pay Band
C

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 and this role will primarily focus on the planning and delivery of its international programme of scientific meetings. Working with the Senior Scientific Programmes Officer, International, the post holder will lead on a portfolio of activities supporting the Society’s international strategy. This includes but is not limited to bilateral international scientific meetings, international lectures and other networking events or programmes.

 

Proven experience of delivering complex high-profile events is essential, as is an ability to quickly build strong working relationships with internal colleagues and external international partners at all levels. Experience of working with scientists, government officials or the academic community would be advantageous.

 

Reports to: Senior Scientific Programmes Officer, International

Line manages: None

Location: Carlton House Terrace, London (domestic and international travel may be required approx. 3 times per year)

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

Pay band: C

Salary: £38,000

Contract Type: Permanent

 

The application closing date: 2 March at 23:59.

 

Interviews will be held: 11 & 13 March 2025.

 

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

Responsibilities

Working with the Senior Scientific Programme Officer, International, the postholder will have the following areas of responsibility.

 

Event / Programme Management

  • lead on the end-to-end delivery of an allocated programme of events / programmes ensuring that they are delivered successfully and meet their objectives.
  • ensure that event plans include flexibility to accommodate virtual or hybrid alternatives should the need arise.
  • resolve any logistical and resource issues that arise in the process of organising an event, escalating these in a timely manner if necessary.
  • work closely with International Affairs colleagues to ensure that logistical arrangements support the goals of the meeting.
  • lead on the onsite delivery of events in the UK / host country or thoroughly brief those staff members attending in your stead.
  • draft a range of written materials, such as concept notes, briefing documents or reports for committees, speakers, meeting organisers and senior leadership and other audiences.
  • work with colleagues across the Society, to find, coordinate and support the organising scientific committees for each meeting or programme.
  • create and manage the delegate application / selection processes for each meeting or programme and ensure they are administered effectively.
  • effectively manage the budget for events or programmes, ensuring they are run within agreed parameters.
  • 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.

Relationship Management

  • gather input for international scientific meetings from across the Society and strengthen, develop and manage relationships with key partners (e.g. sister academies, British Council, Embassies etc…)
  • collaborate with other teams within the Society - including International Affairs, Grants, Policy, IT and AV - and with external key partners to support the development of the programme input ensuring complementarity and added value across a full range of activities
  • liaise with a variety of Society contacts including Fellows of the Society, other scientists etc

Reporting and Evaluation

  • ensure appropriate evaluation methods are employed for all projects and producing output/outcome reports as required
  • work with colleagues to ensure compliance with relevant DSIT and RS guidelines including appropriate audit and financial controls.
  • take a continuous improvement approach to work, ensuring that processes are regularly reviewed and updated.

Additional Duties

  • support with the onsite delivery of scientific meetings at Carlton House Terrace and with other events organised by the wider Scientific Programmes section

Key Knowledge and Skills Required

Education / qualifications / knowledge / interests

 

·        Educated to degree level or equivalent experience

Essential

·        Excellent knowledge of IT (Microsoft Office Suite) and databases

Essential

·        Excellent interpersonal skills, diplomatic and with a high degree of cultural awareness

Essential

·       Outstanding written and verbal communication skills with an ability to convey information to a range of audiences in a clear and confident way

Essential

·        Ability to prioritise and manage a varied workload

Essential

·        An understanding of the role international interdisciplinary research supports work to tackle global challenges and other scientific endeavours

Desirable

·       An understanding of the scientific and academic community

Desirable

 

 

Experience

 

·        Demonstrable experience of managing complex events and / or programmes, ideally with international partners

Essential

·        Highly developed organisational skills, with evidence of strong project management, attention to detail, meticulous planning and organisational skills

Essential

·        Proven ability to form strong working relationships with a variety of individuals including senior leaders, internal and external stakeholders, and suppliers

Essential

·        Experience of managing suppliers

Essential

·        Experience of managing budgets

Essential

·        Experience of establishing & maintaining a network of contacts

Essential

 

 

Circumstances

 

·        Able to be flexible about working hours, including working evenings and weekends on occasion, and domestic and international travel approx. 3 times per year

Essential

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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