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Medals and Awards Officer – Maternity Cover 12 months

extra holidays - extra parental leave
Remote: 
Full Remote
Contract: 
Full time
Salary: 
33 - 38K yearly
Experience: 
Mid-level (2-5 years)
Work from: 
United Kingdom

Offer summary

Qualifications:

Degree level education or equivalent experience, Excellent knowledge of Microsoft Office Suite, Proven experience managing complex events, Demonstrable customer service experience, Experience in committee management.

Key responsabilities:

  • Plan and deliver prize lectures and events
  • Manage nominations and awards documentation
  • Support committee meetings and take minutes
  • Evaluate projects and produce reports
  • Maintain accurate records and budgets
The Royal Society logo
The Royal Society Non-profit Organization - Charity SME https://royalsociety.org/
51 - 200 Employees
About The Royal Society
The Royal Society is the world's oldest scientific academy in continuous existence, and has been at the forefront of enquiry and discovery since its foundation in 1660. The backbone of the Society is its Fellowship of the most eminent scientists of the day, elected by peer review for life and entitled to use FRS after their name. There are currently more than 60 Nobel Laureates amongst the Society's approximately 1400 Fellows and Foreign Members. Throughout its history, the Society has promoted excellence in science through its Fellowship and Foreign Membership, which has included Isaac Newton, Charles Darwin, Ernest Rutherford, Albert Einstein, Dorothy Hodgkin, Francis Crick, James Watson and Stephen Hawking. The Society is independent of government, as it has been throughout its existence, by virtue of its Royal Charters. In 1663, The Royal Society of London for the Improvement of Natural Knowledge was granted its Arms and adopted the motto "Nullius in verba", an expression of its enduring commitment to empirical evidence as the basis of knowledge about the natural world. The Society's activities include influencing science and education policy, funding leading researchers, publishing journals that span all the sciences and the history of science, and the provision of science communication activities for a variety of public audiences.
See more The Royal Society offers

Job description

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. One of the ways in which the Society supports its mission is through the medals and awards programme which is administered by the Scientific Programmes Team.

 

The team has two Medals and Awards Officers, reporting to the Senior Medals and Awards Officer. They have a varied remit encompassing administration of the annual nomination cycle, committee management and the planning and delivery of a portfolio of prize lectures.

 

Proven experience of managing complex multi-strand projects is essential as is an ability to quickly build strong working relationships with internal and external stakeholders at all levels. Experience of committee management and / or event management would also be advantageous.

 

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.

 

Reports to: Senior Medals and Awards Officer

Line manages: None

Location: Remote and minimum 2 days per week at Carlton House Terrace, London (This role will also include out of hours working)

Hours: Full time, 35 hours a week (including some evening and weekend working)

Pay band: C, £33,000 to £38,000

Duration: 12 months fixed term maternity cover

 

The application closing date will be 20 November 2024 at 23:59. 

 

The first round of interviews will be held on  26, 27 & 28 November 2024. 

 

Please note that we are unable to offer sponsorship for this role.

Responsibilities:

As directed by the Senior Medals and Awards Officer and / or the Head of Scientific Programmes, the Medal and Awards Officers will each have the following areas of responsibility. Please note that the below is not exhaustive.

 

Event management

  • lead on the end-to-end planning and delivery of a portfolio of prize lectures and associated events as allocated by the Senior Medals and Awards Officer
  • ensure that plans include flexibility to accommodate virtual or hybrid alternatives should the need arise
  • liaise with awardees to seamlessly plan their prize lecture and associated events, providing timely communications, and ensuring that their experience is enjoyable and of a high quality
  • resolve any logistical and resource issues that arise in the process of organising an event, escalating these in a timely manner if necessary
  • work with the internal services teams, manage the catering numbers and produce design assets as required
  • manage the invitation and registration processes for prize lectures, ensuring records are kept up to date in a timely way
  • lead on the onsite or online delivery of events as required, ensuring that all staff are fully briefed ahead of time
  • 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 / programme debriefs take place and that lessons learned are acted on in the future

Medals and awards lifecycle administration

  • prepare the nomination system and associated documentation ready for the launch of the annual cycle on 30 November (Anniversary Day) each year
  • manage the Awards inbox, responding to queries from nominators and nominees in a timely and professional manner
  • monitor incoming nominations, escalating any issues that may arise and ensuring that each award is receiving nominations
  • at the close of nominations, ensure that information is recorded accurately where needed and that any associated communications are sent in a timely manner
  • ensure that medals are ordered in a timely way from the Royal Mint and other manufacturers
  • support with the analysis of data to identify trends or areas of improvement
  • liaise with colleagues to provide information for the marketing and promotion of awards

 Committee management

  • collate and draft written documentation for selection committee in a timely manner and support the Senior Officer to draft papers and take minutes
  • work with the Senior Officer to support and facilitate the work of the 3 search panels during the call for nominations
  • making all arrangements for the meetings of relevant committees and search panels, including selection of meeting dates, room bookings, etc., and the drafting and distribution meeting agenda, papers and minutes
  • produce an annual analysis of the outcomes of the search panels to help identify areas of focus for the coming year

 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

 

Proven experience of planning and delivering 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 senior leaders, internal and external stakeholders, and suppliers

Essential

Experience of working with and managing suppliers

Essential

Experience of establishing and maintaining a network of contacts

Essential

Excellent communication skills (written and oral) and a high degree of tact and diplomacy

Essential

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

Essential

Experience of setting up committee meetings and preparing agenda & minutes

Essential

 

 

Circumstances

 

Able to be flexible about working hours, including working evenings, weekends and public holidays on occasion

Essential

Competencies:

Self-management

·        Works unsupervised and can motivate self

·        Organises own workload prioritising according to business need

·        Produces results under pressure

·        Can manage in stressful situations

·        Pushes for the best results

·        Can follow current processes

·        Output is accurate and of high quality

Working with others

·        Contributes ideas and identifies opportunities to work with others both within the team and across the organisation

·        Willing to provide feedback to sectional colleagues when requested

·        Produces succinct presentations and papers for senior colleagues

·        Understands when to seek senior advice on potentially delicate negotiations

·        Understands that one’s own actions and behaviours will influence how others perceive and engage with the Society

Resource management

·        Makes the best of internal/external resources and coordinates well with external partners to best meet the needs of the Society

·        Builds contingency into projects taking into account possible outside factors

·        Sets and monitors performance against quality and results orientated targets.

·        Focuses on both short and long-term goals

Critical thinking

·        Determines and clarifies the exact requirements of any situation

·        Checks information for accuracy and raises concerns if information is inaccurate

·        Extracts the key points succinctly, clearly and accurately

·        Puts forward suggestions for improvement concerning current processes or systems

·        Tries different ways of doing things to get the best results

Adaptability

·        Overcomes obstacles and is not deterred by setbacks; checks assumptions and first principles and works out alternative approaches

·        Reacts proactively to new challenges and works in a flexible manner to produce solutions

·        Provides feedback and participates in discussions surrounding new ideas approaches or projects

·        Adapts to changes in workload without letting standards slip

Managing people and relationships

·        Delegates effectively, setting clear expectations and authority

·        Monitors results and feedbacks to team on a regular basis

·        Recognises others’ contributions and acknowledges their limits

·        Helps others to identify ways to improve their performance

·        Prioritises supervisory responsibilities and carries them out in a timely fashion

·        Understands and can identify client/stakeholder/staff needs and looks for opportunities to improve their experiences

 

Required profile

Experience

Level of experience: Mid-level (2-5 years)
Industry :
Non-profit Organization - Charity
Spoken language(s):
English
Check out the description to know which languages are mandatory.

Hard Skills

Event MarketingProject ManagementMicrosoft TeamsSupplier DevelopmentNetwork ManagementDatabase Management

Other Skills

  • Microsoft Office
  • Adaptability
  • Teamwork
  • Critical Thinking
  • Customer Service
  • Organizational Skills
  • Physical Flexibility
  • Verbal Communication Skills
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