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 supports the work of the Medals and Fellowship programmes and is primarily focused on supporting the planning and delivery of high-profile events. It also supports the administration of the medals and awards programme. Attention to detail and administrative experience within a busy team is essential, as is an ability to quickly build strong working relationships with internal colleagues and external partners at all levels. The successful candidate will demonstrate exceptional organisation and communication skills and be used to managing competing priorities and expectations. 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: Scientific Programmes Manager, Fellowship and Medals Line manages: None Location: Office first at Carlton House Terrace, London with some hybrid working available Hours: 35 hours per week (including some out of hours working) Pay band: B Contract type: Permanent Salary: £31, 775 Application closing date: 27 April at 23:59. Interview dates: 5 May 2025 Please note that we are unable to offer sponsorship for this role. This vacancy will close early should a suitable candidates be selected for the position. Please note that the job description below is not exhaustive. Working with the Manager, Medals and Fellowship, the post holder will be responsible for: Event / Meeting Administration working with the Scientific Programmes Officer, Fellowship, support the logistical organisation and delivery of the annual programme of Fellowship events and ad hoc strategic Royal Society events. draft and proof a range of written materials, such as programme booklets or briefing documents for speakers and other audiences. support 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. ensure that the website is updated with event information as needed. support the team with processing speaker expenses as required. support the preparation of event materials as needed by the team (badges, scrolls, table and seating plans, etc…) and ensure there is sufficient stock ahead of meetings. support the Scientific Programmes Officer, Fellowship with post-event administration. support the team with any other administration as needed. Medals and awards programme As directed by the Manager, Medals and Fellowship, support the administration of the nominations cycle with tasks such as gathering and analysing data, preparing documents for committees or team meetings, requesting and collating referee requests and anything else as needed. support the onsite delivery of Prize lectures support the Medal and Awards Officers with post-lecture administration where required Relationship Management manage the relevant shared inboxes as needed, and respond to queries in a timely manner quickly build excellent working relationships with the immediate team and colleagues across the society in order to support the effective planning and delivery of events Additional Duties take a continuous improvement approach to work, ensuring that processes are regularly reviewed and updated support with the onsite delivery of scientific meetings at Carlton House Terrace and with other events organised by the wider Scientific Programmes section 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 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 a methodical approach to planning and work Essential Excellent communication skills (written and oral) with a high degree of tact and diplomacy Essential Experience of establishing and maintaining a network of contacts Essential Attention to detail with an ability to produce high quality work, even during busy times. Essential Circumstances Able to be flexible about working hours, including working evenings Essential nagement · Enthusiastic and positive attitude · Reliable and consistent · Output is accurate and of high quality · Punctual and meets deadlines · Confident of own abilities · Knows personal values, strengths, weaknesses, opportunities and limits · Gains insight and learns from mistakes · ‘Let’s go’ of an issue and knows when to move on · Is open and non-defensive when faced with criticism · Ensures actions are consistent with words and messages Working with others · Willing to cooperate and share knowledge within the team, Shares all relevant, critical and useful information · Willing to help others in times of need · Listens to and acts upon feedback from senior colleagues and willingly learns from others · Able to give simple presentations to sectional colleagues · Understands that one’s own actions and behaviours will influence how others perceive and engage with the Society · Offers their assistance if they have the capacity, without the need to be asked. · Actively seeks opportunities for gaining feedback from others · Presents with confidence within own section and area of remit. · Communicates confidently, asks questions and checks for understanding. · Values the input of others, balances that with a sense of purpose to get the job done · Possesses self-awareness and senses situations prior to acting or communicating. Resource management · Is aware of and works within budgetary and resource constraints · Organises own workload prioritising according to business need · Is flexible and adapts to changing circumstances and priorities · Looks for ways to improve quality or results · Meets the standards of quality expected of their role · Maintains high standards despite pressing deadlines · Does work right first time, corrects own errors and regularly produces accurate, thorough, professional work. · Is able to multitask and manage urgency in a calm and practical manner. · performs a wide variety of tasks and changes focus quickly as demands change · Undertakes additional responsibilities and responds to situations as they arise with minimal fuss and supervision. Critical thinking · Thinks tasks, queries and problems through and considers what they need to know · Uses relevant information when providing a service, solving a problem or dealing with a query · Is open to new ideas and willing to try them · Makes decisions within well-defined guidelines · Uses initiative to select most appropriate solution to straightforward problems · Analyses both successes and failures for clues to improvement · Prepares for problems or opportunities in advance · Distinguishes the main issues from side issues · Proposes various solutions or options for consideration defining the pros and cons of each Adaptability · Adapts to changes in workload without letting standards slip · Listens to and accommodates the alternative views of others · Takes on new challenges when asked to do so · Is receptive and accommodating when asked to take on new projects outside of their usual job specification. · Remains open-minded and changes opinions on the basis of new information · Performs a wide variety of tasks and changes focus quickly as demands change and with minimal disruption or fuss Managing people and relationships · Values and appreciates the importance of feedback · Shares responsibility for the performance and workload of the team where appropriate · Handles requests promptly and politely · Respects opinions and deals appropriately with complaints · Works to improve the performance of oneself and others by pursuing opportunities for continuous learning. · Constructively helps others in their development. · Exhibits a “can-do, will-do” approach and inspires peers to excel. · Asks questions and probes to understand stated and underlying needs, issues, concerns and problems · Addresses concerns and problems fairly, empathetically, decisively and promptly, maintaining a diplomatic and professional manner · Manages expectations and keeps everyone concerned up-to-date on progress · Raises concerns and recommends potential solutions for those processes that negatively impact on relationships, customer service or the fair treatment of customers.