Job Description

Job Scope

The Royal Society is seeking a highly organised and proactive team player to manage and oversee policy work flow and ensure that it is communicated effectively to a range of stakeholders. Key among these are two important and active committees \xe2\x80\x93 the Science Policy Committee and Science Policy Expert Advisory Committee \xe2\x80\x93 which govern the Society\xe2\x80\x99s policy work. The successful candidate will also be responsible for working closely with the Science Policy Senior Leadership Team to run the Science directorate\xe2\x80\x99s management and reporting systems, finance as well as overarching internal communications.

The role is suitable for someone with both an ability to see the bigger picture and a meticulous eye for detail. It demands excellent planning and organisation skills in order to keep on top of a range of reporting tasks on very different timescales (from weeks to years), relying on contributions from a range of staff and Fellows. An ability to provide clear, accurate and well-pitched written and oral briefings is also essential. As the role involves compiling and interpreting content from across the whole Science Policy team, an interest in science policy and an ability to develop a basic knowledge of a range of topics areas and project plans will be helpful. The successful candidate will enjoy exceptional exposure to senior staff and Fellows and will have the opportunity to make a major contribution to the governance of the Science Policy team and the delivery of its influencing objectives.

The Royal Society\xe2\x80\x99s mission is to recognise, promote, and support excellence in science and to encourage the development and use of science for the benefit of humanity. The Science Policy team\xe2\x80\x99s role is to work with the Society\xe2\x80\x99s Fellows, Foreign Members and other experts to develop and promote independent, expert and timely advice to UK, European and international decision-makers. Policy is a central and influential part of the Society\xe2\x80\x99s activities, and the Society has built up an enviable reputation for the quality and breadth of its policy work.

The Science Policy team comprises around 35 staff working across a range of themes and policy areas, according to scientific and policy priorities. It works closely with several other Royal Society teams to deliver its objectives, as well as with other academies, learned societies, funding agencies, civil servants and Parliamentarians, NGOs and the private sector. It undertakes a wide range of analysis and influencing activities, including the delivery of major reports and shorter statements, the creation and deployment of influential networks, skillful use of the Society\xe2\x80\x99s media channels, and well-founded programmes of events.

Reports to: Head of Policy, Data & Digital Technologies

Location: Carlton House Terrace, London

Hours: 35 hours per week, full time

Pay Band: E

Salary: \xc2\xa3 43, 495 \xe2\x80\x93 \xc2\xa354,369

Contract type: Fixed term (6 months)

Closing date: 23:59pm 29 September 2023

Interveiws will take place in the week commencing 9 October.

Responsibilities

• Providing timely and effective secretariat duties for the Science Policy Committee (SPC) and Science Policy Expert Advisory Committee (SPEAC) with up to 10 meetings per year. This includes:

• Liaising with the Chair and senior staff to plan the agenda for each meeting;
• Working with colleagues to prepare meeting papers and content;
• Preparing a written and oral briefing for the Chair before each meeting;
• Taking and reviewing minutes;
• Communicating committee discussions and outcomes to relevant staff to inform wider work;
• Coordinating engagement with other Society activities and committees including the Public Engagement Committee, Science, Industry and Translation Committee, and regular meetings with the President and Officers;
• Helping colleagues to engage effectively with SPC and SPEAC, ensuring the committees\xe2\x80\x99 roles, requirements and reporting tools are widely understood;
• Managing the annual renewal of committee membership.
• Managing Science Policy input to Council meetings, ensuring that policy activities are visible and well understood by Council members.
• Undertaking a range of reporting and governance duties for the Science Policy team. This includes:

• Regularly reporting against the team\xe2\x80\x99s Key Performance Indicators, seeking input from colleagues and suggesting improvements to the reporting process;
• Regularly reviewing project milestones for the coming year, identifying and managing potential challenges and opportunities;
• Regularly reporting to colleagues on the team\xe2\x80\x99s influencing and communications plans for the coming year;
• Ensuring that information about the Society\xe2\x80\x99s policy activities and staff is accurate in the Year Book, Trustees Report, presentation slides, staff register and elsewhere.
• Managing day-to-day financial activities such as dealing with expense claims, logging spend accurately, and keeping spend within budget and working closely with the management accountant.
• Developing a range of management metrics and providing management information including KPIs that are fit for purpose
• Mapping resources utilisation and creating good metrics for value for money, both financial and non financial. Ensuring a monthly staff register is sent to finance.
• Acting as a project management lead. Ensuring teams are using internal management tools effectively, have appropriate PIDs in place, and, where appropriate, projects are being tested against plans.
• Supporting the Science Policy Senior Leadership Team to implement the Society\xe2\x80\x99s overall strategy and Science Policy strategy. To maintain a narrative in power point of the policy team\xe2\x80\x99s work. Where possible to ensure that each of the sub teams have a narrative which align with the Society\xe2\x80\x99s overall strategy.
• Remaining alert to system issues affecting the entire policy team and working with the CSPO to understand and solve the issue. Liaising with other teams across the Society to ensure smooth working is achieved.
• Attending the SLT. Providing advice as necessary and picking up cross Directorate issues.

Key Knowledge and Skills Required

Qualifications

Educated to a minimum of degree level (or equivalent) Essential

Experience/abilities

Effective interaction with people at all levels of seniority, and ability to manage professional networks Essential

Experience of managing committees or advisory groups Essential

An enthusiastic team player, with experience of collaborative working Essential

Experience of preparing meeting agendas, papers and minutes Essential

Able to convey complex ideas succinctly, logically and fluently Essential

Able to prioritise and manage more than one set of tasks simultaneously Essential

Excellent management of time and workload to meet tight deadlines Essential

Computer literate (proficient in all MS packages including Word, PowerPoint and Excel) Essential

Experience of working in a policy environment Desirable

Experience of managing online content Desirable

Experience of using stakeholder management software Desirable

Project management skills Essential

Circumstances

Able to be flexible about working hours on occasions Desirable

Competencies

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 \xe2\x80\x98dig deeper\xe2\x80\x99
• 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

The Royal Society