Programme Administrator

Job reference:
BAS 20/74
Contract type:
4 years
Starting salary from £25,198 per annum (pro-rata)
We offer generous benefits
British Antarctic Survey
Closing date:
6 September, 2020 11:59 pm

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


British Antarctic Survey is looking for a Programme Administrator to join the Antarctic Infrastructure Modernisation Programme (AIMP) Directorate.

What is the role about?

Over the last 5 years, the Natural Environment Research Council (NERC, part of UKRI) and British Antarctic Survey (BAS) have invested in an initial phase of projects, to modernise its Antarctic infrastructure. This investment has delivered a new polar research vessel, the RRS Sir David Attenborough, new wharves at King Edward Point in South Georgia, and at Rothera, and building improvements at Rothera and on Bird Island. We are also currently building a new science and operations build, the Discovery Building, which will complete in 2023.

NERC/BAS are shortly to embark on the next exciting phase of modernisation, which will see the acquisition of a new long-range transport aircraft, hangar and runway enhancements which are needed to support it, and the trial and scale-up of renewable energy generation. Further projects are likely to include new waste management facilities, domestic accommodation and a marine facility, all at Rothera. We also intend to look at further infrastructure requirements for our Island stations and that required for our future work in East Antarctica. These projects are all being delivered under the Antarctic Infrastructure Modernisation Programme (AIMP) Phase 2.

The AIMP projects are part of a Government capital investment for the development of sustainable and efficient infrastructure. In addition, BAS is embarking on an extensive programme of transformation to achieve a number of objectives including using resources more effectively, realising the benefits of capital investments and the integration of BAS business systems and capability with other BAS functions.

To support us in our work, NERC/BAS has entered into long term partnering contracts with a Technical Advisor and a Construction Partner in order to deliver this challenging programme and BAS has set up a Programme Management Office.

This role is responsible for supporting all aspects of programme administration.


This role is to provide administrative support to all aspects of programme delivery on Antarctic Infrastructure Modernisation Programme.


GCSE Maths and English


  • Support the Head of PMO and work with the other AIM PMO team members in delivering the Antarctic Infrastructure Modernisation Programme.
  • Manage programme meeting calendar. Schedule meetings, arrange meeting rooms, catering, equipment etc
  • Agree meeting agenda with Chair and circulate to attendees in advance, take and issue minutes and chase up actions.
  • Act as office liaison for the Construction Partner co-located team in Cambridge.
  • Sourcing, ordering and receipt of services, office consumables and IT equipment for PMO.
  • Updating and filing associated records and spreadsheets.
  • Responsible for managing purchases using the group Government Procurement Card and reconciling the transactions using the SBS and CTM Travel Management systems.
  • Support the AIM PMO team members in preparation of presentations, reports and other documentation.
  • Work with the Senior Information Manager and the Information Manager to ensure rigorous compliance with the Common Data Environment and the Project Management Plan.
  • Progress towards achievement of APM Project Fundamentals Qualification (PFQ)
  • Communicate the work of the AIMP to the wider community.
  • Undertake any other duties as requested by the Head of PMO.

Please quote reference: BAS 20/74
Closing date for receipt of application forms is: 6 September 2020
Interviews are scheduled to be held: 16 September 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

  • Form effective working relationships with staff of various levels of seniority and disciplines - Essential
  • Fluent in written and spoken English language - Essential
  • Taking minutes and writing them up - Essential
  • Good experience with MS Word and Excel. - Essential
  • Enthusiasm to learn - Essential

Knowledge and Experience

  • Experience in an administrative role - Essential
  • Experience of project delivery in complex environments with multiple stakeholders - Desirable [3]
  • Experience in data and information management - Desirable [3]
  • Experience of working within a public sector organisation or higher education institute - Desirable [3]

Leadership/Management Skills

  • Can work in multi-disciplinary teams in a project or non-project environment - Essential

Other Factors

  • Good Knowledge of other MS Office products including Outlook - Essential
  • Experience of using web-based applications, such as Sharepoint - Essential
  • Knowledge of MS Project - Desirable [4]

Planning & Organising

  • Demonstrate independence and initiative in carrying out role, ability to ask for direction when needed - Essential
  • Organise and prioritise workload of self and others in order to meet deadlines and competing priorities - Essential


  • GCSE Maths and English - Essential
  • Degree or further education - Desirable [5]

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: [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.