Estates Administrative Assistant

Job reference:
BAS 20/44
Contract type:
Full Time
Open-Ended Appointment
Starting from £19,404 per annum
We offer generous benefits
British Antarctic Survey
Closing date:
8 March, 2020 11:59 pm


British Antarctic Survey is offering a unique opportunity for an Administrative Assistant in our Estates team.

Who We Are

British Antarctic Survey (BAS) delivers and enables world-leading interdisciplinary research in the Polar Regions. Its skilled science and support staff based in Cambridge, Antarctica and the Arctic, work together to deliver research that uses the Polar Regions to advance our understanding of Earth as a sustainable planet. Through its extensive logistic capability and know how BAS facilitates access for the British and international science community to the UK polar research operation. Numerous national and international collaborations, combined with an excellent infrastructure help sustain a world leading position for the UK in Antarctic affairs. British Antarctic Survey is a component of the Natural Environment Research Council (NERC). NERC is part of UK Research and Innovation

We employ experts from many different professions to carry out our Science as well as to keep the lights on, feed the research and support teams and keep everyone safe! If you are looking for an opportunity to work with amazing people in amazing places then British Antarctic Survey could be for you. We aim to attract the best people for those jobs.

The Role

In order to successfully deliver that science BAS operate a number of complex buildings across the UK and Antarctica. This role will join an energetic, ambitious Estates team with a mission to provide safe, sustainable buildings across the polar regions and the UK.

We are looking for a motivated individual with a passion for problem solving and new ways of working


To ensure the timely procurement of essential spares and equipment for BAS research stations and provide essential administrative support to the BAS Estates department.


No formal qualifications required.

GCSEs in English and Maths are desirable

NVQ in office administration or equivalent is desirable


Providing support to the Estates team including:

  • Procurement focal point for Estates team
  • Single point of contact for suppliers/sub-contractors
  • Liaison with BAS logistics/stores
  • Supporting the procurement of spares/equipment
  • Reception cover for during absences of permanent receptionists
  • General office administration duties
  • 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

Please quote reference: BAS 20/44
Closing date for receipt of application forms is: 8th March 2020
Interviews are scheduled to be held: 1st April 2020

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 job sharing, to support childcare and other caring responsibilities.

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

  • 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]

Other Factors

  • Must live within reasonable commuting distance of Cambridge (time/mileage) - Essential


  • 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
  • Good telephone 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:

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
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.