We are looking for an Administrator to provide support to our Stations in Antarctica. The role will be based in Cambridge, UK.

Job reference: BAS 20/91

Contract type: Fixed-Term

Duration: Until May 2024

Salary: Starting salary from £19,734 per annum

Benefits: We offer generous benefits

Team: Operational Teams

Location: Cambridge

Closing date: 10 January, 2021 11:59 pm

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.

Purpose

• To support the staff within the Station and wider operations team with various administrative functions relating to station running and BAS operational support.
• The post holder will support a wide range of administrative tasks to support Station Management teams.
• There will be a broad range of administrative duties that will require the person to assimilate information related to BAS research stations and delivery processes.
• This will include station procurement, coordination of review groups, staff movements, planning, record keeping and information feed for project support to Stations and field management. The role will also involve assistance in running meetings and other tasks as required.

Duties

To provide administrative support to Station Management teams. Primary duties include:

• Processing, and coordination of orders and related finances for various station and support equipment. Procurement including processing invoices for payment and logging of spend to various budget sheets. Assistance to other procurement tasks that generally support Antarctic Operations.
• Using the inventory system to review inventories for station orders.
• Liaison with station and field management and responding to requests for the procurement of items and equipment.
• Communicating with station operations staff through various measures including telephone, email, Zoom and Microsoft Teams.
• Administrate station planning documents and procedures.
• Ensure that details of personnel movements are entered and kept up to date in the station passenger spread sheets. Working with Station Management and informing the Operations Delivery Travel team of potential changes that may affect travel movements.
• Contacting and progressing suppliers/maintaining supplier relationships
• To provide administrative support to station planning meetings and forums including arranging meetings and minute taking.
• Administrating station and field-based review grids and coordinating the feedback process back to those on stations.
• Arranging the Station Leader Training schedule in liaison with BAS Operations Planner and the Head of Operations. Tasks include booking travel and accommodation for attendees.
• Record keeping and electronic file maintenance of station documentation.
• Upkeep of the station Team sites, intranet and internet web pages.
• Drafting and proof-reading manuals and documents.
• Assist in staff recruitment process, primarily pre sift of candidate papers alongside Station Operations Managers.
• To support a communications link between Cambridge and the stations.
• Act as the alternative point of contact for station staff who are unavailable.
• Clerical support including scanning, filing and photocopying.
• Any other tasks commensurate with the grade and training of the incumbent and in support of the aims and objectives of Operations delivery.

Skills specification

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 & spoken English language – Essential

Computer / IT skills

• Must have strong IT skills and be Computer literate with the ability to adapt to new applications – Essential
• Must be confident and capable in Word, Excel, as well as MS Outlook calendar and email functions – Essential
• Experience of using MS Teams/SharePoint/PowerPoint – Desirable [2]

Decision Making

• Ability to manage information quickly and accurately – Essential

Interpersonal skills

• Ability to write clearly & concisely – Essential
• Ability to proof read documents – Desirable [2]
• Team worker – Essential
• Flexible – Essential
• Comfortable with taking responsibility & owning tasks – Desirable [2]

Numerical ability

• Experience with processing invoices – Desirable [1]
• Sound numeracy skills – Essential

Other Factors

• 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 – Essential
• Planning & coordination – Essential
• Experience in formatting manuals & documents – Desirable [2]
• Experience in producing minutes – Desirable [3]

How to apply

You can apply for this job online or you can print off the application forms, fill them out by hand and mail them.

If you need more information

Email: employment@bas.ac.uk

Telephone: +44 (0)1223 221400

Facsimile: +44 (0)1223 362616

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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.