Polar Operations Support Team Assistant – Cambridge

Job reference:
BAS 84/19
Contract type:
Full Time
Fixed-Term Appointment (18 months)
Starting from £19,404 per annum
We offer generous benefits
British Antarctic Survey
Closing date:
4 August, 2019 11:59 pm


The British Antarctic Survey (BAS), part of the Natural Environment Research Council, aims to undertake a world-class programme of scientific research, and to sustain for the UK an active and influential regional presence and a leadership role in Antarctic affairs.

We are now looking to appoint a Support Team Assistant to provide administrative support to Operations, specifically for Antarctic travel bookings and processing subsequent invoices.


To provide administrative support to Operations, specifically for Antarctic travel bookings and processing subsequent invoices.


No essential qualificationA required.


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

On-line application forms and further information are available on our website at www.bas.ac.uk/vacancies.

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 84/19
Closing date for receipt of application forms is: 4th August 2019
Interviews are scheduled to be held on: w/c 12th August 2019
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

  • Fluent in written and spoken English language - Essential
  • Ability to write clearly and concisely - Desirable [1]
  • Ability to proof read documents. - Desirable [3]

Computer / IT skills

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

Interpersonal skills

  • Ability to assimilate information quickly and accurately. - Essential
  • Comfortable with taking responsibility & owning tasks. - Desirable [1]
  • Team worker. - Essential

Numerical ability

  • Sound numeracy skills - Essential

Other Factors

  • Flexible. - Essential
  • Affable & friendly. - Essential
  • Ability to remain calm under pressure. - Essential
  • Fit the BAS ‘PRICE’ culture. - Essential
  • Attention to detail. - Essential
  • Diplomacy/negotiation skills - Desirable [2]

Skills / Experience

  • Organisational ability Planning & coordination. - Essential
  • Organisational ability Planning & coordination - Essential
  • Organisational ability Planning & coordination - Essential
  • Experience in travel arranging - Desirable [1]
  • Experience with processing invoices - Desirable [1]
  • Experience in 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:

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.