Part Time Programme Assistant for ICE-ARC

Please quote ref no: BAS 127/13
Closing date for applications: 20 Oct 2013

Main Description

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.

A half time administrator Is required to provide administrative/secretarial duties to assist the ICE-ARC programme and to manage the day-to-day running of the ICE-ARC Programme at BAS.
ICE-ARC is an European Union funded programme with 21 partner institutions and €12M funding over four years to study climate and economic aspects of sea ice in the Arctic.

Qualifications: Maths and English GSCE or equivalent

Duration: 4 Year Fixed term appointment, part time

Salary: Salary will be in the range of £19,740 to £23,390 per annum pro rata. We offer a generous benefits package including a defined salary pension scheme, free car parking, flexible working hours and 30 days annual leave pro rata.

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

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 127/13
Closing date for receipt of application forms is. 20th October 2013
Interviews are scheduled to be held on. w/c 28th October 2013

We welcome applications from all sections of the community. People from ethnic minorities are currently under-represented and their applications are particularly welcome.

Formal Description

Part Time Programme Assistant for ICE-ARC
Ref No.: BAS 127/13
Closing Date: 20 Oct 2013

1.	Job Title:	Part Time Programme Assistant for ICE-ARC
	Reference No:	BAS 127/13
	Department:
	Line Manager:
	Contract Type:	Fixed term appointment, part time

2.	Location: Cambridge

Purpose:
To provide administrative/secretarial duties to assist the ICE-ARC programme and managing the day-to-day running of the ICE-ARC Programme at BAS. ICE-ARC is an European Union funded programme with 21 partner institutions and €12M funding over four years to study climate and economic aspects of sea ice in the Arctic.

Duties:
1) Manage the meetings and paperwork for the ICE-ARC Steering Committee, Delivery Management Group, work package meetings, and Advisory Board, including the production/delivery of minutes and subsequent actions. Provide admin support to the Programme Manager with the meeting content.

2) Manage the organisation and paperwork for the ICE-ARC General Assembly meetings and provide admin support to the Programme Manager with the meeting content and its delivery.

3) Manage publications: allocate publication numbers to scientists, track progress from submission to publication, log published papers in required databases, and ensure versions available for open access

4) Track and record BAS ICE-ARC 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.

5) Update ICE-ARC mailing lists held by the Programme Office.

6) 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 Affiliates

Skills Specification

Part Time Programme Assistant for ICE-ARC
Ref No.: BAS 127/13
Closing Date: 20 Oct 2013

Characteristics

Essential Requirements
Importance rating in parenthesis

Desirable Requirements
Importance rating in parenthesis

Communication skillsa) oral skillsb) written skills

* Fluent in written and spoken English language

* Experience of proof reading scientific documents

(5)

Computer / IT skills

* Familiar with MS Word and Excel. Aptitude to be trained in reference managing software

* Experience of Endnote

(1)

Decision Making

* Be able to work in a small team effectively and flexibly

Interpersonal skills

* Be able to work in a small team effectively and flexibly

* Communicate effectively with personnel from various backgrounds

(1)

Numerical ability

* Competent and accurate with budgeting and expenses tracking

* Experience of managing budgets

(1)

Other Factors

* Close attention to detail
* Ability to interpret and understand EU grant procedures

Qualifications

* Maths and English GSCE or equivalent

* Short hand for minute taking

(3)

Resource Management ability

* Understand resource tracking and planning in a science grant context

Skills / Experience

* Secretarial/administrative experience.

* Minute writing experience

(2)