Deputy Executive Secretary

Deputy Executive Secretary

Part‑Time, 80% FTE
Contract: Permanent
Salary: £34,800 – £36,498 per annum, pro‑rata for 30 hours per week, DOE
Location: Central Cambridge office based. Some remote work may be possible.

About the Employer

Founded in 1819 as a private society to promote scientific enquiry, the Society’s remit is to advance research in all branches of science and encourage the communication of scientific results. It holds extensive archives, publishes two world‑leading scientific journals, runs an annual programme of public lectures and events, and supports postgraduate students and early‑career researchers through grants, studentships and fellowships. The Society is governed by an elected Council of senior academics, has over 2,000 members (Fellows), and has seen 51 Fellows and Honorary Fellows awarded Nobel Prizes. It is deeply connected with the University of Cambridge.

The Role

We are seeking a professional with the experience, skills, and judgement required to support effective charity operation at a senior level. With advice and strategic guidance from the Executive Secretary, the role will provide high‑level support to facilitate various activities within the Society’s remit. The postholder will work in close collaboration with the Executive Secretary, deputising when appropriate, and will support senior leadership and the management of staff and projects.

Key responsibilities include, but are not limited to:

• Managing the transition to and operation of the new online membership database; handling all membership matters (e.g., enquiries and introductions) in a timely, consistent manner and in line with the Society’s Bye‑Laws.
• Preparing evening lectures, sharing responsibility for one‑day meetings, and organising departmental and summer visits (event promotion and advertising with the Communications Officer, liaising with guest speakers, organising lecture dinners and catering, contacting venues, arranging travel and accommodation, monitoring bookings and waiting lists, etc).
• Facilitating preparations for Council and Investment Committee meetings (preparing papers, following up on additional input, drafting agendas, covering minute taking, assisting with follow‑up actions).
• Supporting effective financial operations, including funding allocation rounds (collating papers, following up, liaising with decision panel members, communicating decisions to applicants and processing grants).
• Assisting with the operational support of the Society’s two journals when required.
• Providing cover for the Executive Secretary during leave or other commitments.
• Preparing and maintaining risk assessments for various operations, and organising required provisions (e.g., PAT testing, engagement of first‑aiders).
• Organising belongings and materials, including during the forthcoming change of office and storage arrangements.

The Executive Secretary may also require the role‑holder to perform other duties consistent with the scope of the post, including closer assistance with the Society’s financial accounts.

Person Specification

We are looking for a well‑organised, resourceful and flexible professional who can take initiative and meet deadlines. Ideally, you will have a degree and be able to assimilate information quickly, identify priorities and move matters forward with minimal supervision. Strong attention to detail and proficiency in standard software packages as well as remote collaboration tools (MS Teams, Google Drive, etc.) are essential. You will be a tactful and persuasive communicator with a positive, friendly manner, comfortable working independently and as part of a team, with or without supervision.

Administrative experience in higher education (particularly with the University of Cambridge), working with financial accounts and/or implementing online CRM databases would be advantageous.

Terms of Appointment

Appointment will be made on a permanent basis, subject to a satisfactory completion of a probationary period and satisfactory references. The salary will be between £34,800 and £36,498 per annum (DOE), pro‑rata for 80% FTE (30 hours).

Full‑time employees are entitled to 36 days of annual paid leave inclusive of public holidays. For new part‑time employees, annual leave will be pro‑rated based on days worked.

Hours of work will be agreed with the successful applicant, ideally to include Mondays and Fridays and some evening work. Flexible arrangements may be considered during school or university holidays.

It is expected that the role‑holder will be based in the Society’s office in central Cambridge, with an opportunity to work some hours remotely.

Closing date: Sunday, 10 May 2026. The employer reserves the right to bring forward the closing date should sufficient suitable applications be received, or to extend the closing date if necessary.

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