Scientific Programmes Officer

2 months ago

London, United Kingdom Royal Society Full time

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 programme of scientific meetings. Working with the Senior Scientific Programmes Officer, 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.

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.

**Reports to**: Senior Scientific Programmes Officer

**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)

**Duration**: Permanent

**Band**: C

**Salary**: £30,257 - £37,822

**Responsibilities**:
Working with the Head of Scientific Programmes and Senior Scientific Programmes Officer, 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 logístical 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

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

Essential

Excellent communication skills (written and ora

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