Polar Operations Support Team Assistant

Job reference:
BAS 21/30
Contract type:
Full Time
Starting from £19,734 per annum
We offer generous benefits
Operational Support teams
Closing date:
31 January, 2021 11:59 pm

Due to the COVID-19 outbreak, please note there may be delays to our recruitment timeline.


We are looking an organised individual, with a flexible approach to their workload to provide administrative support to Operations Delivery.

Please note that the part-time, fixed-term Polar Operations Support Team Assistant (BAS 20/92) previously advertised is now a full-time, open-ended position under a new reference number (BAS 21/30).

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 www.ukri.org

We employ experts from many different professions to carry out our Science as well as keep the 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.


To provide administrative support to Operations Delivery. The role includes:

• Booking travel for visitors and staff travelling to Antarctica

• Booking travel arrangements as required by Polar Operations staff in pursuit of BAS business.

• Collate personal paperwork for visitors to the Antarctic.

• Administrative support.

• Process Polar Operations Purchase orders and finances.

• Assist with the organisation of the Antarctic Pre-deployment Training, Summer Briefings and other Operations events as required.

• To provide a communications link between Cambridge and the bases & ships.


No formal qualifications are required.


• To make arrangements for travel, including booking of flights, coaches and liaising with external agencies as necessary.

• Ensure that details of personnel movements are entered and kept up to date in the SOUTH database.

• Collating of information for visitors going to the Antarctic; including medical, financial and personal details.

• Making all involved parties aware of any changes to travel itineraries.

• Procurement of Polar Operations orders including processing invoices for payment and logging of spend to budget sheets.

• T&S claims administration.

• Database entry such as training records.

• Clerical support including scanning, filing and photocopying.

• Arrange car and rail travel as required and process invoices for payment.

• Any other tasks commensurate with the grade and training of the incumbent and in support of the aims and objectives of Polar Operations.

Please quote reference: BAS 21/30
Closing date for receipt of application forms is: 31 January 2021
Interviews are scheduled to be held: 22 February 2021

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

  • Fluent in written and spoken English language - Essential
  • Ability to proof read documents - Desirable [3]
  • Ability to write clearly and concisely - Essential

Computer / IT skills

  • Computer literate; must be confident and capable in Word, Excel and be comfortable with Powerpoint - Essential

Decision Making

  • Comfortable with taking responsibility & owning tasks - Desirable [1]

Interpersonal skills

  • Team worker - Essential
  • Flexible - Essential
  • Affable & friendly - Essential
  • Ability to remain calm under pressure - Essential
  • Diplomacy/negotiation skills - Essential
  • Ability to assimilate information quickly and accurately - Essential

Numerical ability

  • Sound numeracy skills - Essential

Other Factors

  • Fit the BAS ‘PRICE’ culture - Essential
  • Attention to detail - Essential

Skills / Experience

  • Organisational ability - Essential
  • Planning and coordination experience - Essential
  • Experience in arranging travel - Desirable [1]
  • Experience with processing invoices - Desirable [1]
  • Experience in taking and producing minutes - Desirable [3]

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:

Due to the COVID-19 outbreak, the Recruitment team is working remotely and cannot access the building. If you would like to apply for this job but cannot apply online, please contact us: [email protected]

If you need more information

[email protected]
+44 (0)1223 221400
+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.