Scientific Events and Committees Team Officer

Job Description Scientific Events and Committees Team Officer Location Swindon :

Scientific Events and Committees Team Officer

Salary: £28,498 per annumGrade: UKRI - Band CHours: Full timeContract Type: Fixed Term 31st March 2025Location: Polaris House, Swindon, Wiltshire.Closing date: 02/06/24Interview Date:11/06/24

This is to support Scientific events, however a scientific background is not required.

Responsibilities

Event organisation

• Coordinate closely with the Event Lead to proactively drive the planning of the meeting
• For face-to-face meetings, source suitable internal and external venues following Head Office processes, ensuring value for moneyFor virtual meetings, arrange IT logistics (Zoom) and provide on the day technical support
• Drafting agendas, briefing and event materials
• Attending events/workshops/committees to offer on-site logistical support
• Raising and receipting Purchase Orders (POs) for events/workshops/committees
• Reviewing and authorising expense forms from meeting attendees in line with UKRI policy
• Additional support post-event such as feedback surveys
• May be required to produce the first draft of minutes for non-scientific meetings and some scientific committees

Board and Panel Member recruitment

• Creating recruitment timeline and working closely with Heads of Theme to ensure leavers and vacancies are accurate for year ahead
• Work closely with senior managers to ensure good Equality, Diversity and Inclusion (EDI) practices are embedded into the Board and Panel Member recruitment process
• Compiling application page content for the UKRI website and troubleshooting any technical issues before and during launch
• Collaborate closely with colleagues in Web Support to ensure application launch page is correct and made available on time
• Monitoring applications and actively addressing queries from candidates
• Compile information for teams to review for shortlisting
• Create shortlisting and Executive Board papers, both including detailed statistical analysis so that decisions can me made efficiently by Executive Board
• Handle feedback for applicants (invites and declines)
• Lead on the annual induction process and meeting for new members
• Preparing and circulating induction material as well as member documents such as Declaration of Conflicts of Interest, Confidentiality Agreements, invitation letters.
• Arranging honorarium payments
• Keeping an up-to-date record of all standing board and panel members, including chairs and deputies

Staff Management (Team Administrator):

• Provide guidance and support including induction, day-to-day supervision, training and career development
• Set objectives, regularly monitor their delivery and complete mid-year and annual reviews
• Ensure they understand their role and can provide good professional cover when team members are out of office

General Team Administration / Records

• Proactively assess procedures and practices, proposing changes when these are not working / are not efficient
• Ensure there is a professional approach to maintaining records of meetings, workshops, correspondence and contact details
• Maintain the upkeep of process documents you have ownership of, ensuring there is clear version control

Additional information

You will need to be flexible in your approach to work and hours with the ability to start early and/or finish late when required for meetings. Some overnight stays will also be required. You will be willing to travel (mainly to London, but also across the UK) if required for Event support.

Shortlisting Criteria

Essential

• English and Maths GCSE at grade C or above (or equivalent qualification or experience
• Experience of arranging meetings (on a small and larger scale)
• Experience of preparing agendas, timelines, policy or process documents
• Excellent attention to detail
• Ability to present information in a clear and succinct way
• Fully competent on the full suite of Microsoft applications, particularly Excel
• Ability to work on multiple work areas
• Can successfully work independently and as part of a larger team

Desirable

• Experience of work in a research, funding or scientific environment
• Experience of staff management or supervision
• Financial administrative experience (processing invoices etc.)

Interview Criteria

Essential:

• Management of a work area or project
• Ability to deliver to tight timescales including ability to prioritise/re-prioritise to deliver on time
• Excellent communication skills - written and oral
• Ability to organise and prioritise own workload and the workload of others
• Ability to deal with people at all levels (adapting style as necessary) forging good and collaborative working relationships internally and externally
• Ability to stay calm under pressure and utilise problem solving skills
• Good organisation and prioritisation skills
• Self-starter and motivator

Benefits

We recognise and value our employees as individuals and aim to provide a favourable pay and rewards package We are committed to supporting employees' development and promote a culture of continuous learning

A list of benefits below:

• An outstanding defined benefit pension scheme
• 30 days' annual leave in addition to 10.5 public and privilege days (full time equivalent)
• Employee discounts and offers on retail and leisure activities
• Employee assistance programme, providing confidential help and advice
• Flexible working options

Plus many more benefits and wellbeing initiatives that enable our employees to have a great work life balance

UKRI is an Equal Opportunity & Disability Confident Employer.

Please apply online, if you experience any issue applying, please contact Recruitment@ukri.org

Other key information

Working relationships:

• Reporting to: Head Office Resource and Events Team Manager (UKRI Band D)
• Staff Management: Line management responsibility for one Team Administrator (UKRI Band B)

Interactions:

• Close working relationship with Head Office Resource and Events Team Manager
• Senior Management across Head Office
• Programme Managers and the Head Office Senior Coordinator
• Board/Panel/Committee members
• Members of the scientific community (UK and International)

About UK Research and Innovation (UKRI)

UKRI launched in April 2018, UKRI is a non-departmental public body sponsored by the Department for Science, Innovation and Technology (DSIT).

Our organisation brings together the seven disciplinary research councils, Research England, which is responsible for supporting research and knowledge exchange at higher education institutions in England, and the UK's innovation agency, Innovate UK. Together we build an independent organisation with a strong voice and vision to ensure the UK maintains its world-leading position in research and innovation. More information can be found at www.ukri.org.

Choosing to come to work at UKRI means that you will have access to a whole host of benefits from a defined benefit pension scheme, excellent holiday entitlement, access to employee shopping/travel discounts and salary sacrifice cycle to work scheme. For more details, visit benefits of working for UKRI.

The role holder will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during the course of employment.

How we support EDI in the workforce

At UKRI, we believe that everyone has a right to be treated with dignity and respect, and to be provided with equal opportunities to thrive and succeed in an environment that enables them to do so. We also value diversity of thought and experience within inclusive groups, organisations and the wider community. For further information, please visit ‘How we support EDI in the workforce'.

Disability Confident Employer

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy/ies. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

How to apply

Online applications only preferred for this role. Please submit a CV and covering letter which clearly outlines how you fulfil the criteria specified along with your motivation for UKRI and the role. Ensure that the job reference number is included in the filename description of each document uploaded. Note that failure to address the above criteria or submit an application without a covering letter may result in the application not being considered. Assessment will only be based upon the content of your submitted covering letter and CV and not the ‘experience' section of the application.

UKRI seeks to ensure it creates and maintains a system of openness, fairness and inclusion - a collaborative, trusted environment, which is attractive to and accessible to everyone who is interested in developing their career with us.