Project Coordinator, Data in London

The Royal Society is looking for an energetic and organised individual to join the Society as a Project Coordinator working across our portfolios of work on data and digital technologies. Based in the Science Policy directorate, in the Data team, the successful candidate will play a vital role supporting colleagues to deliver policy programmes and projects on a range of issues. This will include general administrative support; organising meetings and events from large conferences to small briefings and roundtables; and providing updates and briefings to colleagues on the progress of projects and activities. They will also take an active part in team meetings and contribute to the sharing of ideas and good working practices.

Current and recent topics the team has been working on include artificial intelligence; privacy-enhancing technologies; online disinformation; data for emergencies; and assistive technologies.

The position is suitable for efficient and versatile people who enjoy project management and learning about new, complex topics. They will be expected to work closely with Policy Advisers and Senior Policy Advisers in the Data team, as well as colleagues from other teams across the Society. They will also contribute to the overall development of the Science Policy team and the delivery of its objectives. A genuine interest in the science and policy issues related to data, digital technologies, or artificial intelligence is desirable for this role. The successful candidate will work under the guidance of a senior member of the team and will benefit from training and development opportunities pertinent to project management and administration.

Responsibilities:

• Managing the delivery of high-quality, smooth-running meetings and events including event planning; invitations and event registration; room bookings and catering; and handling event logistics.
• Preparing meeting agendas, briefings, and minutes for project-specific meetings (e.g. Committee meetings).
• Updating project management tools (e.g. action logs, gantt charts), helping ensure activities run smoothly and to schedule.
• Sharing information and maintaining relationships with key colleagues across the Society (e.g. Communications, Design).
• Keeping abreast of relevant developments related to the team’s work on data and digital technologies.
• Assisting colleagues with drafting of policy reports and workshop notes where appropriate.
• Alerting line managers on progress and discussing proposals for dealing with major problems.
• Supporting the Data team, and the wider Science Policy directorate, to develop and implement the overall strategy for the Royal Society.
• Contributing to other activities within the Royal Society as required.

Key Knowledge and Skills Required:

• A degree (or equivalent) - Desirable
• Ability to write concise, logical, grammatically correct papers, letters and emails - Essential
• Good telephone manner - Essential
• Effectively interacts with people at all levels of seniority - Essential
• Prioritises tasks in order to complete work in a timely manner - Essential
• Performs effectively with a fluctuating workload - Essential
• Collaborates effectively with individuals - Essential

Experience:

• Have worked in a committee environment - Desirable
• Preparing concise meeting notes or minutes - Desirable
• Organising small meetings - Essential
• Employment in an office environment - Desirable
• Experience in one or more areas of science or education policy - Desirable
• Experience in project management - Desirable
• Writing committee meeting papers - Desirable

Circumstances:

• Able to be flexible about working hours on occasions - Desirable

Competencies:

• Self-management: 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, ‘lets 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.