Scientific Events and Committees Team Officer

3 weeks ago

Swindon, United Kingdom Medical Research Council (MRC) Full time

Scientific Events and Committees Team Officer

**Salary**: £28,498 per annum
Grade: UKRI - Band C
Hours: Full time
Contract Type: Open Ended.
Location: Polaris House, Swindon, Wiltshire.
Closing date: 18th February 2024

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 logístical 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
- 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

**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)

**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.**

All job descriptions cannot be exhaustive; the post holder may be required to undertake other duties which are broadly in line with the above key responsibilities.

**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
- 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 sta

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