Estates Administrative Assistant – Cambridge

Job reference:
BAS 97/18a
Contract type:
Full Time
Open-Ended Appointment
Starting from £19,136 per annum.
We offer generous benefits
Estates team
Closing date:
20 January, 2019 11:59 pm


We are currently looking for an Estates Administrative Assistant to help support the smooth running of our busy Estates team. The role will be the procurement focal point for the team and be the single point of contact for all suppliers/sub-contractors. This position will also involve working on reception to cover periods of absence and daily breaks.

We are looking for someone with great organisation skills and a background in office administration. You will need to be able to manage your own workload and be self-motivated. This role requires someone with great communication skills, both in person and over the phone. The role will involve regular computer work so we need someone with knowledge of Microsoft Office packages and experience in the use of databases.


Providing support to the Estates team including:
- Procurement focal point for Estates team
- Single point of contact for all suppliers/sub-contractors
- Liaison with BAS logistics/stores
- Supporting the procurement of all spares/equipment
- Reception cover for during absences/breaks of permanent receptionists
- Flexi time is available, although primary hours necessitate a finish of 530pm, unless previously arranged with line manager.
- Occasional sorting and preparation of post.
- The Shared Business Services (SBS) point of contact.
- Act as the Estates technical administrator, inc drawings.
- Support the team to populate and administer MAXIMO database.
- Collection of data from Stations for the preparing and reviewing of reports.
- Supporting the preparation and update of O&Ms.
- Assist with Risk Assessments and COSHH documentation.
- Supporting other departments with administrative duties as required.


No formal qualifications required.


- Procurement of spares/equipment, including obtaining quotations, liaising with suppliers and BAS logistics Recording of procurement and upkeep of budget details.

- Organization and control of reports, recommendations, records, documentation and drawings.

- Ensure Estates operational data for is gathered, reviewed and reported
Maintain and improve office procedures, method statements, risk and COSHH assessments.

- Support the team use of MAXIMO PPM system, including inputting of data and stock control; monitoring and liaising with the technical teams in both Cambridge and Polar Regions.

- Reception cover.

- Post processing cover.

On-line application forms and further information are available on our website at

These are also available from the Human Resources Section, British Antarctic Survey, High Cross, Madingley Road, Cambridge, CB3 0ET. Tel: (01223) 221508.

Please quote reference: BAS 97/18a

Closing date for receipt of application forms is: 20th January 2019
Interview date: TBC
Proposed start date: As soon as possible

BAS is an Equal Opportunity employer. As part of our commitment to equality, diversity and inclusion and promoting equality in careers in science, we hold an Athena SWAN Bronze Award and have an active Equality, Diversity and Inclusion programme of activity. We welcome applications from all sections of the community. People from ethnic minorities and disabled people are currently under-represented and their applications are particularly welcome. We operate a guaranteed interview scheme for disabled candidates who meet the minimum criteria for the job. We are open to a range of flexible working options including part-time or full-time employment as well as flexible hours due to caring or other commitments.

Skills are listed as either Essential or Desirable. Desirable skills importance rating in parenthesis (1 is high, 5 is low)

Communication skills - a) oral skills b) written skills

  • Good telephone skills. - Essential
  • Fluent in written and spoken English. - Essential
  • Able to communicate with a wide range of staff. - Essential

Computer / IT skills

  • Experience in the use of databases for entry and retrieval of information. - Essential
  • Must be able to use MS Office packages. - Essential
  • Experience using AutoCAD. - Desirable [3]
  • Experience in using PPM systems. - Desirable [2]

Decision Making

  • Must be able to identify and implement improvements to existing working practices, where appropriate. - Essential

Interpersonal skills

  • Able to develop a good rapport and build working relationships with other groups within the office, Station staff and suppliers. - Essential

Managerial ability

  • Recommend improvements, proactive in recommending to the line manager. - Essential

Numerical ability

  • Good Arithmetic. - Essential
  • Ability to understand/interpret spreadsheets/databases. - Essential
  • An understanding of engineering processes. - Desirable [3]


  • No formal qualifications required. - Essential
  • GCSE’s in English and Maths. - Desirable [1]
  • NVQ in office administration or equivalent. - Desirable [3]

Resource Management ability

  • Ability to manage their own workload and must be self-motivated. - Essential
  • Good organisational skills. - Essential

Skills / Experience

  • Experience in office administration & reception. - Essential
  • Experience as Technical Administrator. - Essential
  • Experience in preparing Risk & COSHH Assessment. - Desirable [2]
  • Experience in using Computer planned preventative maintenance systems. - Desirable [2]

You can apply for this job online or you can print off the application forms, fill them out by hand and mail them.

Apply Online:

  • Your details

  • Upload your files

  • Accepted file types: pdf, odt.
  • Accepted file types: pdf, odt.
  • Please download the following form(s), then upload your completed version(s) in the space provided below.

    These forms are in an OpenDocument format and may not be suitable for users of assistive technology. An accessible format may be requested by contacting us.
    Drop files here or
    Accepted file types: pdf, docx, doc, odt.
    • This field is for validation purposes and should be left unchanged.

    Apply by post:

    If you would like to apply for this job but cannot apply online, you can print the application form(s) and post it back to us.

    Please ensure you complete all required sections of the application form(s) and include a Cover Letter and a copy of your CV.

    When posting your application, ensure there is sufficient postage.

    These forms are in an OpenDocument format and may not be suitable for users of assistive technology. An accessible format may be requested by contacting us.

    Send your completed application forms to:
    Human Resources Team
    British Antarctic Survey
    High Cross, Madingley Road
    CB3 0ET
    United Kingdom

    If you need more information

    Email: [email protected]
    Telephone: +44 (0)1223 221400
    Facsimile: +44 (0)1223 362616

    The information you provide during the application process will only be used for the purpose of progressing your application, to fulfil legal or regulatory requirements where necessary or, in the case of the Equal Opportunities Monitoring Questionnaire, to help BAS meet its equal opportunities policy.

    The British Antarctic Survey will not share the information you provide with any third parties, and the information will be held securely by the British Antarctic Survey whether the information is in electronic or physical format. Please note that the Equal Opportunities Monitoring Questionnaire will be detached from your application prior to the short-listing of candidates for interview.

    Unsuccessful applications will be securely destroyed 6 months after the end of the recruitment process (or 1 year after the end of the recruitment process in the case of Marine Staff and AEP. The applications of successful applicants will be retained as part of their personnel file.

    Further information can be found in the information notice of NERC, our parent body.