Project Administrator

Job reference:
BAs 21/67
Contract type:
Full Time
Fixed Term Appointment (2.5 years)
Starting from £25,702 to £32,129 per annum.
We offer generous benefits
Research Development and Support team
BAS Cambridge.
Closing date:
25 April, 2021 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 an enthusiastic Project Administrator to provide admin support within the Research Development and Support Team (ReDS). The role may involve travel to European cities for short periods for meetings, twice a year, plus possible others.

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


To provide administrative duties to assist the Externally funded projects at BAS within the ReDS team. This includes financial management, tracking of activities and actions, dissemination of results, and meeting and report (technical and financial) preparation, paying invoices and managing expenses.


Maths and English GSCE or equivalent.


Support part of the portfolio of projects managed by the ReDS Post-Award team:
 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 project expenditure, prepare documentation for external audits, payment of invoices etc., co-ordinate the production of the BAS personnel timesheets. Liaise with BAS finance, HR, Contracts team, and scientists.
 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

 Work with and support other members of the Post-Award team and wider ReDS team as needed.
 Other activities as required by the head of the Post-Award team, the Head of ReDS, or the Directorate.

Please quote reference: BAS 21/67
Publication date: 19/03/2021
Closing date for receipt of application forms is: 25th April 2021
Interviews are scheduled to be held: 7th May 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 and will provide necessary adaptations for the interview. 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 language. - Essential

Computer / IT skills

  • Competence and familiarity with Excel. - Essential

Decision Making

  • Be able to work independently with supervision and resource. - Essential
  • Experience of proof reading scientific documents. Website and social media use for engagement. - Desirable [5]

Interpersonal skills

  • Be able to work in a small team effectively and flexibly. - Essential

Managerial ability

  • Website CMS experience. Experience of project management tools. - Desirable [3]

Numerical ability

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

Other Factors

  • Ability to prioritise workloads and fit to conflicting deadlines. - Essential
  • Ability to interpret and understand EU grant procedures. - Essential
  • Close attention to detail. - Essential
  • Communicate effectively with personnel from various backgrounds. - Desirable [1]


  • Maths and English GSCE or equivalent. - Essential
  • Experience in dissemination of science. - Desirable [4]

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]

In order to apply, please complete and upload all the application forms listed below. If you experience any issues in uploading your Application Form, please email us your complete application, making reference to the job reference and title.

If you are an EU, EEA or Swiss citizen, please visit this website before applying.

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.