Scientific Programmes Officer

Job Scope

The Royal Society is a self-governing Fellowship of distinguished scientists drawn from all areas of science, technology, engineering, mathematics and medicine. It is the world’s oldest scientific academy, with over 360 years of pioneering discovery and innovation. It stands at the heart of global science, championing excellence and shaping the future of research, policy, and education.

 

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 programme of scientific meetings. Working with the Manager, Scientific Meetings, the post holder will lead on a portfolio of activities bringing together outstanding international scientists to advance scientific knowledge and generate new ideas. We host around 30 international, two-day meetings a year at Carlton House Terrace and residential settings in the UK. These meetings will be held as hybrid, in-person or virtual meetings.

 

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 partners at all levels. The successful candidate will demonstrate exceptional organisation and communication skills and be used to managing competing priorities and expectations. Experience in working with scientists or academics would 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, if required. Other activities of the wider Scientific Programmes team include international meetings, the award of medals and prize lectureships and the Fellows’ social programme.

 

Reports to: Manager, Scientific Meetings  

Line manages: None

Location: Office based (with some remote working available) at Carlton House Terrace, London (domestic travel required 1-2 times a month including overnight stays.)

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

Contract type: Permanent

Band: C

Salary: £36,000 - £39,000

 

The application closing date is 6 April 2025 at 23:59. 

 

Interviews will be held on 15 and 17 April 2025.

 

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

Responsibilities

Working with the Head of Scientific Programmes and Manager, Scientific Meetings, the post holder will have the following areas of responsibility:

 

Event / Programme Management

• lead on the end-to-end delivery of an allocated programme of events ensuring that they are delivered successfully and meet their objectives.
• contribute to the setting of plans, programme objectives and timescales and proactively identify if these need to be updated/changed.
• 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.
• lead on the onsite or online delivery of events as required, ensuring that all staff are fully briefed ahead of time.
• draft a range of written materials, such as planning documents, briefing documents or reports for committees, speakers and other audiences.
• work with the internal services teams, manage the catering numbers and produce design assets as required.
• manage the invitation and registration processes for events, ensuring records are kept up to date in a timely way.
• 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 debriefs take place and that lessons learned are acted on in the future.

Relationship Management

• manage the relevant shared inboxes and answer the queries phone line as needed, responding to queries in a timely manner.
• quickly build excellent working relationships with suppliers, colleagues and external partners in order to support the effective planning and delivery of events.

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.

Key Knowledge and Skills Required

Education / qualifications / knowledge / interests

 

Educated to degree level or equivalent experience

Essential

Excellent knowledge of office systems and procedures, in particular Microsoft Office Suite, Microsoft Teams and databases

Essential

Ability to prioritise and manage a varied workload

Essential

An understanding of the scientific and academic community

Desirable

 

 

Experience / skills

 

Proven experience of the end-to-end planning and delivery of high profile and / or complex events

Essential

Demonstrable experience of providing excellent customer service and working in a customer-focused environment

Essential

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

 

Essential

Strong communication skills with the ability to engage effectively with stakeholders at all levels

Essential

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

Essential

Excellent communication skills (written and oral) and a high degree of tact and diplomacy

Essential

Be a self-starter with a proven ability to exercise initiative and good judgement

Essential

Able to manage and maintain websites using a content management system

Essential

Experience of budget management including reconciliation

Essential

Excellent attention to detail and methodical approach to work

Essential

Experience of managing suppliers

Essential

Experience of establishing and maintaining a network of contacts

Essential

 

 

Circumstances

 

Able to be flexible about working hours, including working evenings and weekends and domestic travel 1-2 times a month

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