Team Administrator

6 months ago


London, United Kingdom Royal Society Full time

Job Scope:
The Royal Society is the independent scientific academy of the UK, dedicated to recognising, promoting and supporting excellence in science and encouraging the development and use of science for the benefit of humanity. It is a self-governing Fellowship of many of the world’s most distinguished scientists drawn from all areas of science, engineering and medicine.

The Grants team administers the Society’s grants programmes including the major research fellowships, international collaborations, capacity building initiatives, and innovation and industry programmes. It is an exciting time to join the Royal Society’s Grants team as it expands to meet the needs of an evolving research funding landscape.

The Team Administrator will provide secretarial and administrative support to two Heads of Grants. The role requires an experienced professional administrator, who has worked in a broad office environment. Requirements include proven ability to work with people at all levels, organisational sensitivity and excellent time management and prioritisation.

**Reports to**: PA to Director of Grants and Chief Officer of Programmes, Partnerships and Engagement

**Line manages**: N/A

**Location**: Carlton House Terrace, London, SW1Y 5AG plus hybrid remote working

**Hours**: 35 hours per week

**Pay Band**: C

**Salary**: £33,00 - £35,616

**Interviews will take place on 18 July.**

**Please note that we are unable to offer sponsorship for these roles.**

**Responsibilities**:

- Provide proactive secretarial and administrative support to Head of Early Career Fellowships & UK Grants and Head of International Grants. This includes the extensive management of busy diaries, arrangement of travel, hotdesk booking, POs/expenses submissions as well as aiding the onboarding of new staff.
- Act as a sectional coordinator and support sectional as well as team activities by ensuring that there are adequate resources in place. This includes the planning and co-ordination of sectional meetings and events.
- Assist with travel expenses claims and accommodation bookings for panel meetings and interviews.
- Improve internal communication and workflow, by collating information for various updates and ensuring that deadlines are met in a timely manner.
- Support the appointment process for grants assessment committee memberships and assist with grants approval requests for award recommendations, as and when required.
- Liaise with various teams to ensure internal contact details and the scheme passport details on Grants SharePoint site are up to date.
- Provide cover and/or support to other Team Administrator whenever necessary.
- Carry out ad-hoc administrative tasks and assist with ad-hoc projects/networking events, as and when required.
- Role model desired behaviours in line with the Grants Team Charter.
- To support activities within the Grants team aimed at increasing Diversity, Equity and Inclusion including encouraging participation from under-represented groups and supporting the development and maintenance of policies and practices to foster greater inclusivity, and to ensure that those who have followed a non-standard career path are encouraged to apply.

Key Knowledge and Skills Required:

- Interest in science

Desirable

**Experience**

Proven experience in similar role and/or administrative roles

Essential

Proven experience of working in a team and across teams

Essential

Experience of effective internal and external engagement with people at all levels of seniority, including managing meetings and events

Essential

**Skills**

Strong communication (both oral and written) and interpersonal skills

Essential

Excellent attention to detail

Essential

Strong organisational and time management skills

Essential

Computer literate and good proficiency in Microsoft Office programs

Essential

Knowledge of Xledger finance system

Desirable

Knowledge of OneDrive and SharePoint

Highly Desirable

Able to understand, work and adhere to high standards

Highly Desirable

Competencies:
**Self-management**
- Works unsupervised and can motivate self
- Produces results under pressure
- Can manage in stressful situations
- Pushes for the best results
- Can be innovative and offer solutions and suggestions when not initially obvious
- Keen to be involved in organisational and corporate working groups informally or formally
- Can represent section on some duties
- Works within the Royal Society Values at all times

**Working with others**
- Contributes ideas and identifies opportunities to work with others both within the team and across the organisation
- Willing to provide and accept feedback to and from sectional colleagues when requested
- Produces succinct presentations and papers for senior colleagues, is a capable presenter and can explain topics and projects to a range of audiences
- Understands when to seek senior advice on a wide range of matters and act upon it.

**Resource management**
- Makes the best



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