Programme Coordinator

at  Royal Society

Job Scope:
The Royal Society is seeking an enthusiastic person to join as a Programme Coordinator in the Education Policy team – which seeks to improve the educational experience of young people.
The scope of the Society’s Education Policy is broad and largely focuses on STEM education up to age 19. The unifying theme of Education Policy is to ensure that provision in schools and colleges meets the needs of a fast-moving science, technology and data-driven world, and prepares future citizens to lead fulfilling lives. Team members are engaged in a range of activities to further our policy work and the Programme Coordinator will interact with all of these programmes and projects to some extent.
We are seeking someone who can help the Society continue to develop its capacity as a convenor and influencer of leading thinkers in education policy. You will need to plan and deliver events ranging from large scale conferences with leading keynote speakers to small private round table discussions involving government representatives and senior figures in industry and academia. The role requires clear communication skills – both written and verbal, including maintaining our online presence, so that the Society’s website and blogs include regular updates about our education policy programme. Additionally, the post holder will be expected to play a significant role in managing budgets and forecasting.
This pivotal role involves working closely with the Head of Policy and Senior Policy Advisers to organise meetings for, and support the work of, our governance committees, which provides an opportunity to work with key members of the scientific and education communities. Finally, you will be responsible for enabling the team to coordinate and plan its activities and its resources to match our capacity and meet internal and external deadlines.
This position is suitable for an efficient and versatile person with a confident and mature attitude who enjoys project management, financial management/budgeting and event management, has experience of organising people and systems, and forms excellent working relationships with a range of people.
The Society’s policy teams are led by a Director and Heads of Policy. Each team includes Senior Policy Advisers, Policy Advisers, Project Coordinators and postgraduate interns. The policy team works closely with the media, public affairs, public engagement, international affairs, diversity, and industry programme teams.

INTERVIEWS WILL BE HELD: W/C 17 FEBRUARY 2025

Responsibilities:

• Organising the logistics for in-person, virtual and hybrid internal and external policy-related events. This will include liaising with the Society’s internal conferencing and events team, seeking out suitable external venues, organising audio-visual support, arranging catering, sending out invitations, managing the delegate list, on the day registration, preparing relevant material for the event and dealing with invoices.
• Monitoring delivery of a programme of activities, including reporting on progress against key milestones to a range of stakeholders, including funders, identifying risks to delivery and keeping information management and other project documents up to date.
• Managing financial activities such as coordinating and updating the team’s projects budget tracker, quarterly forecasting and annual budget cycle, regularly reporting updates to the Finance team, creating purchase orders and processing supplier invoices, dealing with expenses claims and logging spending accurately.
• Overseeing the Education Team’s external communications, including website, social media and blogs and coordinating with the Communications team on delivery.
• Providing administrative and logistical support, including organisation of meetings, drafting and distributing agendas and papers, and minute-taking, for the Royal Society Advisory Committee on Mathematics Education and for associated working groups.
• Coordinating the programme of internships across Science Policy.
• Providing support for projects within the theme which may include sourcing background information for events and other activities, drafting briefings; providing information to team members to support link-up between different projects in the theme; contract management; helping to support relationships across our networks of experts.
• Managing contact details, mainly through the Society’s customer relationship management system (CRM) and registration lists appropriately and in accordance with GDPR.

Key Knowledge and Skills Required:

QUALIFICATIONS

Educated to degree level, NVQ level 4 or equivalent
Essential

EXPERIENCE

At least three years’ office-based experience, comprising:
Dealing with internal and external enquiries
Developing and maintaining administrative procedures
Managing budgeting and financial reporting processes
Use of Microsoft Excel (intermediate level) for budget management and tracking
Setting up meetings and drafting agendas/minutes
Working in an office environment, preferably in a co-coordinating role
Using Microsoft Office especially Excel (intermediate level)
Essential
Essential
Essential
Essential
Essential
Desirable
Desirable

ABILITIES

Communicate easily and appropriately to colleagues at all levels of seniority
Interpersonal and communication skills (both oral and written)
Manage workload often involving a wide range of activities simultaneously
Meet deadlines and stay calm under pressure
Work constructively within a team – being responsive to their needs and co-coordinating their activities – and work under own initiative
Essential
Essential
Essential
Essential
Essential

PLEASE NOTE THAT WE ARE UNABLE TO OFFER SPONSORSHIP FOR THIS ROLE.

Reports to: Senior Policy Adviser
Line manages: N/A
Pay band: C
Salary: £33,000 to £37,000 per annual
Contract type: Permanent
Hours: 35
Location: Carlton House Terrace, London, SW1Y 5AG (usually 3 days per week minimum) plus the option for some hybrid remote working
Closing date for applications: Midnight Sunday 2nd February 2025

Responsibilities:

• Organising the logistics for in-person, virtual and hybrid internal and external policy-related events. This will include liaising with the Society’s internal conferencing and events team, seeking out suitable external venues, organising audio-visual support, arranging catering, sending out invitations, managing the delegate list, on the day registration, preparing relevant material for the event and dealing with invoices.
• Monitoring delivery of a programme of activities, including reporting on progress against key milestones to a range of stakeholders, including funders, identifying risks to delivery and keeping information management and other project documents up to date.
• Managing financial activities such as coordinating and updating the team’s projects budget tracker, quarterly forecasting and annual budget cycle, regularly reporting updates to the Finance team, creating purchase orders and processing supplier invoices, dealing with expenses claims and logging spending accurately.
• Overseeing the Education Team’s external communications, including website, social media and blogs and coordinating with the Communications team on delivery.
• Providing administrative and logistical support, including organisation of meetings, drafting and distributing agendas and papers, and minute-taking, for the Royal Society Advisory Committee on Mathematics Education and for associated working groups.
• Coordinating the programme of internships across Science Policy.
• Providing support for projects within the theme which may include sourcing background information for events and other activities, drafting briefings; providing information to team members to support link-up between different projects in the theme; contract management; helping to support relationships across our networks of experts.
• Managing contact details, mainly through the Society’s customer relationship management system (CRM) and registration lists appropriately and in accordance with GDPR