Conference Administrator

The Royal Society's mission is to recognise, promote and support excellence in science and to encourage the development and use of science for the benefit of humanity. To support its mission the Society hosts and organises a number of scientific, policy and other meetings and public events at its head office location at Carlton House Terrace in central London. The Society also operates a conferencing business managed by the Head of Conferencing which allows third parties to book events at the Royal Society.

The Conference Administrator is a member of the conferencing team and their role is to support the Conferencing team in administrative tasks for external and internal events, booking bedrooms for Fellows who wish to stay at the Royal Society and administrative support such as the issuing of contracts or invoices. The conference administrator will also support the Head of Conferencing by providing additional support to the team as required.

Reports to: Head of Conferencing

Line manages: N/A

Location: The Royal Society, Carlton House Terrace

Hours: 35 hours per week

Pay band: B (£27,000- £28,980 pa)

Contract: FTC until March 2028

Closing date: 1 November 2027

Interviews date: 11 November 2027

Sales Take bedroom bookings for Fellows, Research Fellows, Award and Medal Recipients and Fellows of sister societies of the Royal Society.

Ensure standards of service are per Standard Operating Procedures and Service Level Agreements.

Book small catering orders for internal meeting rooms

Administration

Ensure that all back up correspondence for external/ internal bookings including bedroom bookings is accurately kept by maintaining a separate, up-to-date paper file for each event containing all correspondence

Ensure that all external enquiries are logged for future development

To assist in the contracts administrative process: chasing for contracts, sending counter-signed contracts to clients where requested, preparing the client's files.

Ensure that the event checklists for each booking are up to date and that end of the month filing is up to date

To provide administrative support to the team

Order stationary and check stocks of stationary for the team

Support

To cover some conferencing duties during planned and unplanned absences

Maintenance of the KxCalendar for Bedroom bookings

To deal with and communicate with clients, to provide support as and when required to customers on the premises

Be familiar with the health and safety of the premises including fire procedures

Financial Prepare contracts for external clients, including bedroom invoices, for dissemination to the relevant parties, ensuring that the relevant administrative processes are being followed.

Check deposit payments and update the conference management system

Prepare final invoices for external customers and bedroom users

Check for payments and update the KX conferencing booking system

Ensure all reporting is completed for the month end/ year end

Manage the credit control and work/ liaise with finance team

Update the debtors list

Process PO numbers

Key Knowledge And Skills Required List particular knowledge, skills, qualifications, experience required for role (Desirable/Highly Desirable/Essential)

Education / Qualifications / Knowledge / Interests A levels or equivalent vocational qualification - Essential

Passion for or interest in science - Desirable

Experience Experience in a customer service and/or sales environment - Essential

Skills Strong interpersonal and communication skills (both oral and written) - Essential

Excellent attention to detail - Essential

Strong Organisational Skills - Essential Excellent customer service skills - Essential

Computer literate and knowledge of Microsoft office - Essential

Knowledge of conferencing booking system - Highly desirable

Abilities Able to understand, work and adhere to high standards - Highly Desirable

Able to work alone or as part of a team - Essential

Personal Qualities Genuine and approachable with a friendly personality - Essential

Willingness To Help Others - Essential Positive attitude - Essential

Circumstances Able to work in a non-smoking environment - Essential

Able to be flexible about working hours, including working evenings and weekends on occasion - Essential