Project Administrator – Cambridge

Job reference:
BAS 99/18
Contract type:
Part-Time (3 Days a Week)
Fixed-Term Appointment (2 Years 5 Months)
Starting from £24,435 per annum pro rata.
We offer generous benefits
Research Development and Support team
Closing date:
25 November, 2018 11:59 pm


The Research Development and Support Team (ReDS) provide an integrated, cradle-to-grave support service to the science and projects teams based here at the British Antarctic Survey (BAS). Their expertise include identifying and developing new business and research opportunities, supporting the pre and post award stages of research grants and postgraduate study, managing large projects funded by the European Commission and other bodies, and managing science facilities & laboratories in the UK and the Polar Regions.

We are looking for a highly organised and motivated Project Administrator to provide administrative support for the KEPLER project. The role will involve financial management, tracking of activities and actions, website maintenance and social media content provision alongside many other duties.

The post holder will need to have previous experience in a secretarial or administrative role. We need someone with good MS Office skills and an aptitude to be trained in reference managing software. As a support role, we are looking form someone with the ability to be flexible in the roles they complete and be comfortable working in a small team.


To provide administrative duties for the KEPLER project. This includes financial management, tracking of activities and actions, website maintenance, social media content provision, newsletter editing, dissemination of results, and meeting and report (technical and financial) preparation, paying invoices and managing expenses.


Maths and English GSCE or equivalent.


- Support the KEPLER Horizon 2020 project
Tasks will include:
- Manage the organisation and paperwork for project meetings, including room bookings, catering, travel, accommodation, document preparation, and follow up minutes and actions. Liaise with NERC on funding expenses, and provide admin support to the Programme Manager with the meeting content and its delivery.
- Manage publications: allocate publication numbers to scientists, track progress from submission to publication, log published papers in required databases, and ensure versions are available for open access.
- Track and record BAS KEPLER expenditure, prepare documentation for external audits, payment of invoices etc., co-ordinate the production of the BAS personnel timesheets. Liaise with BAS finance and corporate services.
- Manage project websites/web pages, and social media accounts, including continuous updates.
- Provide support for the following:
o Reporting – science, management and deliverables
o Deliverables & milestones
o Website/document sharing
o Press/publicity
o Distribution of funding to the partners
o Managing mailing lists
o Video conferencing and webinars
- Other activities as required by the head of the Post-Award team, the Head of ReDS, or the Directorate.

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 99/18

Closing date for receipt of application forms is: 25th November 2018
Interview date: w/c 10th December 2018
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

  • Fluent in written and spoken English language. - Essential
  • Experience of proof reading scientific documents. - Desirable [5]

Computer / IT skills

  • Familiar with MS Word and Excel. Aptitude to be trained in reference managing software. - Essential
  • Experience of project management tools. - Desirable [3]

Decision Making

  • Be able to work independently with supervision and resource. - Essential

Interpersonal skills

  • Be able to work in a small team effectively and flexibly. - Essential
  • Communicate effectively with personnel from various backgrounds. - Desirable [1]

Numerical ability

  • Competent and accurate with budgeting and expenses tracking. - Essential
  • Experience of managing budgets. - Desirable [1]

Other Factors

  • Ability to interpret and understand EU grant procedures. - Essential
  • Close attention to detail. - Essential


  • Maths and English GSCE or equivalent. - Essential

Resource Management ability

  • Understand resource tracking and planning in a science grant context. - Essential

Skills / Experience

  • Secretarial/administrative experience. - Essential
  • Experience of EU project management. - Desirable [2]
  • Minute writing experience. - Desirable [2]
  • Experience in dissemination of science. - Desirable [4]

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.