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 Programmes Team comprises four key programmes that both facilitate scientist to scientist communication and recognise excellence in science. The programmes are: Scientific Meetings programme (UK-wide) as recommended by the Hooke committee Delivery of bilateral international meetings in collaboration with the International Affairs Team Medals and Awards programme including associated prize lectures Royal Society and Fellowship annual events programme This role oversees the successful and efficient day to day running of two of these programmes of work: the Scientific Meetings programme and the International Bilateral Meetings. Working with the Head of Scientific Programmes, the post holder will lead the strategic planning and execution of these high-profile programmes which are run to exacting standards. The post holder will work closely with senior members of staff across the organisation, including the President and Vice-Presidents. Proven experience of delivering high-profile events is essential, as is an ability to quickly build strong working relationships with internal colleagues, the Fellowship and external partners at all levels. The successful candidate will demonstrate exceptional project management and communication skills, attention to detail, and be used to managing competing priorities and expectations. Experience of working with committees, scientists or government officials would be advantageous. Reports to: Head of Scientific Programmes Line manages: 1 x Senior Scientific Programmes Officer, International, 2 x Scientific Programmes Officer Location: Carlton House Terrace, London, SW1Y 5AG with the potential for ad hoc national and international travel Hours: Full time, 35 hours a week Contract type: Permanent Pay band: E Salary: £57,000 per annum The application closing date is 7 January 2025 at 23:59. The interview will be held on Tuesday 14 January 2025. Please note that we are unable to offer sponsorship for this role. As directed by the Head of Scientific Programmes, the Manager, Scientific Meetings will have the following areas of responsibility. Please note that this is not exhaustive. Programme management oversee the smooth and efficient end-to-end planning of the annual scientific meetings programme directed by Hooke, and the international bilateral meetings programme, directly organising a small portfolio of meetings oversee the effective administration and promotion of the Yusuf Hamied Fellowship programmes, ensuring that the Development Team are kept up to date with relevant information each year oversee the Lindau nomination process, ensuring the relevant deadlines are met and that the nominees have a positive experience in collaboration with the Society’s travel management company and the procurement team, ensure that the venues for Theo Murphy meetings are booked in a timely manner ensure that all venues meet the high-quality standards that Royal Society guests expect whilst also offering value for money effectively manage the budget for scientific meetings, ensuring the programme is run within agreed parameters and forecast costs on a quarterly and annual basis with the Head of Scientific Programmes and in consultation with senior leadership / Hooke Committee / international team, help shape the strategic direction of the programmes, including setting objectives, KPIs and milestones identify opportunities for collaboration with others across the Society and ensure that the relevant team are involved monitor reputational risks relating to the programme, raising any potential issues with the Head of Scientific Programmes identify opportunities for development / press or other teams in the Society relating to scientific meetings and work with the members of the relevant team to ensure these are exploited appropriately Hooke Committee management be the main point of contact for the Chair of the Hooke Committee work with the PA to the Director to ensure all arrangements for the meetings of relevant committee are managed efficiently and that papers are drafted and circulated in good time ensure that actions from committee meetings are taken in good time and work with the Head of Scientific Programmes to shape the agenda and any arising issues oversee the meeting selection process, processing submissions, and be the main point of contact for proposers during the selection process work with the Head of Scientific Programmes in supporting the Chair of the Hooke Committee with the annual report to Council, ensuring that this is planned, and the presentation prepared, in good time Promotion and marketing Work closely with the Marketing and Communications Officer, Scientific Programmes to: ensure that a comprehensive marketing plan is in place for the scientific meetings programme find new and innovative ways to encourage meeting proposals from across the breadth of science liaise with colleagues and committees to uncover information that can be used in the marketing and promotion of awards Reporting and evaluation take a continuous improvement approach to work, ensuring that processes are regularly reviewed and updated. ensure that evaluation and diversity data is captured on a regular basis and in accordance with the relevant policies ensure that data is captured to inform the biannual report for programmes funded by government grants ensure post-event / programme debriefs take place and that lessons learned are acted on in the future Line / Team Management direct line management of three staff including supporting them with their continuing professional development work closely with your counterpart (Manager, Medals and Fellowship) and the Head of Scientific Programmes to ensure the team is cohesive, efficient and supportive of each other’s work Additional Duties deputise for the Head of Scientific Programmes if required contribute to other projects or support the team with the delivery of other events as required lead or actively contribute to team or cross-Society projects as required take responsibility for your own personal development The post holder will be subject to Disclosure and Barring Service (DBS) checks Education / qualifications / knowledge / interests · Educated to degree level or equivalent experience Essential · Excellent knowledge of IT (Microsoft Office Suite) and databases Essential · Excellent interpersonal skills, diplomatic and with a high degree of cultural awareness Essential · Experience of managing people Essential · Outstanding written and verbal communication skills with an ability to convey information to a range of audiences in a clear and confident way Essential · Ability to prioritise and manage a varied workload Essential · An understanding of the role international interdisciplinary research supports work to tackle global challenges and other scientific endeavours Desirable · An understanding of the scientific and academic community Desirable Experience · Demonstrable experience of managing complex events and / or programmes, ideally with international partners Essential · Highly developed organisational skills, with evidence of strong project management, attention to detail, meticulous planning and organisational skills Essential · Proven ability to form strong working relationships with a variety of individuals including senior leaders, internal and external stakeholders, and suppliers Essential · Experience of managing suppliers and negotiating contracts Essential · Experience of managing budgets, including forecasting and reconciliation Essential · Experience of establishing & maintaining a network of contacts Essential · Experience of project evaluation Highly desirable Circumstances · Able to be flexible about working hours, including working evenings and weekends on occasion, and ad hoc domestic and international travel Essential The competency levels for a pay Band E role are described below. Self-management · Identifies difficult situations · Recognises stress in others and takes steps to reduce it · Controls pressurised situations · Effectively enthuses those in the team · Proactively sets goals and targets for own work Working with others · Actively seeks ideas and criticisms from within the team · Resolves conflicts within and between teams · Embeds feedback processes within the team · Seeks out new networks that will create opportunity for the Society · Able to present complex issues simply · Uses discretion, tact and empathy when negotiating with and/or seeking to influence others · Understands the need to manage expectations and to only promise what is deliverable Resource management · Determines strategy and deployment of resources, balancing cost and benefit; risk and potential for maximum impact across significant business areas · Manages complex cross-cutting projects to time, budget and specification · Ensures others accept responsibility towards results or quality · Sets the quality standards for own business areas in accordance with strategy and contributes to the formulation of quality standards across the Society · Sets and monitors priorities · Identifies and manages risk effectively Critical thinking · Uses questioning, analytical and probing skills to ‘dig deeper’ · Knows when enough information has been obtained and adapts presentation of information to the needs of the audience · Evaluates the benefits, practicalities and value for money of ideas and obtains feedback · Makes sound decisions in a complex or ambiguous environment and is able to gain support and manage challenges confidently Adaptability · Actively seeks the input and opinions of others, often outside his/her section and accommodates and incorporates this thinking into any output. · Actively seeks new challenges and projects; leads discussions surrounding new ideas, approaches and projects · Anticipates need for innovation and seeks new ideas, approaches and solutions Managing people and relationships · Sets expectations of others and ensures they deliver · Demonstrates a positive attitude towards work, celebrating success and instilling confidence, which encourages the same from others · Encourages others to share ideas and participate in the discussion and decisions of the team · Assesses needs of clients/stakeholders/staff and makes plans to meet these needs