Deputy Executive Secretary (80% FTE)

Background

The Cambridge Philosophical Society (CPS) was founded in 1819 as a private society to promote scientific enquiry. The title of the Society refers to ‘philosophy’ in its older meaning of ‘natural philosophy’ as a broad term that included what we know today as sciences. The remit of the Society is to promote research in all branches of science and to encourage the communication of the results of scientific research.

The Society holds extensive archive materials, which include its publications since 1819, Society records, scientific books and personal papers. It continues its work as an independent, self-supporting, charitable and learned society through the publication of two world-leading scientific journals Biological Reviews and Mathematical Proceedings, an annual programme of public lectures and events and by supporting postgraduate students and early career researchers through grants, studentships and fellowships. A charity of global significance, the Society is proud of its strong and historically intrinsic links with the University of Cambridge.

The CPS is governed by an elected Council of senior academics and currently includes over 2,000 members (known as ‘Fellows’). To date, 51 Fellows and Honorary Fellows of the CPS have been awarded Nobel Prizes. Council members and staff work together to ensure the Society remains a successful hub for the promotion of scientific research, discussion, and learning.

The Role

We are seeking an efficient professional with the experience, skills, responsibility and judgement required to support effective charity operation at a senior level. With advice and strategic guidance from the Society’s Executive Secretary, the role-holder 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 for them when appropriate. The Executive Secretary takes overall responsibility for the administrative operation of the Society and management of its staff, providing senior-level support to the President, the Treasurer, members of the Council and Editors of the Society’s two journals.

Key responsibilities include, but are not limited to:

• managing the transition to and subsequent operation of the new online membership database; managing all membership matters (e.g. membership enquiries and Society introduction to new audiences) in a timely and consistent manner and with reference to the Society Bye-Laws;

• managing preparations for evening lectures and sharing responsibility for one-day meetings, as well as departmental and summer visits organised by the Society (event promotion and advertising in collaboration with the Communications Officer, liaising with guest speakers, organising lecture dinners and event catering, contacting venues, organising travel and accommodation, monitoring event bookings and waiting lists etc);

• facilitating preparations for Council and Investment Committee meetings (preparing papers for consideration, following up where additional input is required, drafting agendas where necessary, providing cover for minute taking, assisting with follow-up actions etc);

• facilitating effective financial operations, including funding allocation rounds (collating papers for consideration, following up where additional input is required, liaising with decision panel members, communicating decisions to applicants and processing grants etc);

• assisting with the operational support of the Society’s two journals when required;

• providing cover for the Executive Secretary during their leave or when necessitated by their other work commitments;

• preparing and maintaining risk assessments for different types of Society’s operations as well as organising the required provision (e.g. PAT testing, engagement of first-aiders etc);

• organising Society belongings and materials, including during the forthcoming change of Society office and storage arrangements.

The Executive Secretary may also from time to time 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 able to take initiative and work to deadlines. Ideally educated to a degree level, the role-holder will be expected to assimilate information quickly, identify priorities and take matters forward without close supervision. Strong attention to detail and proficiency in standard software packages as well as remote collaboration tools (MS Teams, Google Drive etc) are essential. The successful applicant will be a tactful and persuasive communicator with a positive and friendly manner, comfortable working both independently and as part of a team, with or without supervision.

Administrative experience in higher education (in particular, 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 satisfactory completion of a probationary period. An offer of appointment will be subject to the receipt of satisfactory references.

The salary will be between £34,800 and £36,498 per annum (DOE), pro-rata’d for 80% FTE (30 hours).

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

Hours of work are to be agreed with the successful applicant, ideally to include Mondays and Fridays and some evening work. It may be possible to consider flexible arrangements during school / University holidays.

It is expected that the role-holder will be based in the Society office in central Cambridge, with an opportunity to work some hours remotely. Applicants are encouraged to state in their applications how they would like to work the hours.

How to apply

Candidates are invited to submit their CV, a cover letter (stating why they believe they are suitable for this role along with relevant examples) and contact details for 2 referees (including their current or most recent line manager) to cpsfinance@group.cam.ac.uk by the closing date of 10 May 2026.

The Society reserves the right to bring forward the closing date should sufficient suitable applications be received, or to extend the closing date if necessary.