Research Project Administrator

Scottish Association For Marine Science

Hours
37 hours per week

Length of contract
42 month

About the Organisation

Scottish Association for Marine Science (SAMS) is Scotland’s largest and oldest independent marine science organisation, delivering marine science for a productive and sustainably managed marine environment through innovative research, education, and engagement with society.

Based near Oban on the Scottish west coast, our marine research and teaching portfolio is diverse in topic and discipline, global in outlook, project locations and relevance, and delivered by a SAMS team with a can-do attitude working in partnership with academic, business, government, regulatory, voluntary, and civic society colleagues.

SAMS is a charitable organisation (009206) with a membership that elects the Board members following a recruitment process. It is also a Company Limited by Guarantee registered in Scotland (SC 009292) and operates two wholly owned subsidiary companies: SAMS Enterprise - a specialist marine consultancy - and SAMS Ltd. It is an academic partner of the University of the Highlands and Islands.

About the role

The Research Contracts team oversees a diverse portfolio of collaborative scientific research projects, including the ACCLIMATISE and MOSAIC projects.  This role will deliver high-quality, effective administrative support to the team. Based in Oban, the post-holder will work closely with project managers and colleagues across the organisation, as well as with external stakeholders such as funders, universities, research partners, and auditors.

The Research Project Administrator will provide high-quality, comprehensive administrative and financial support to the Contracts team, engaging with a range of internal departments and external partners. Responsibilities will include delivering a customer-focused service by responding to internal and external enquiries, gathering and organising information, distributing reports, maintaining project documentation, and assisting with audit preparation. The role requires a meticulous, proactive mindset and strong self-motivation.

Responsibilities

Main Responsibilities:

• Provide administrative support for externally funded research projects.
• Monitor project budgets, review expenditures, and prepare financial reports and claims in line with funder guidelines.
• Create and maintain accurate project records.
• Support Project Leaders by providing advice and guidance on the financial management of projects. 
• Fully engage with project audits, gathering information, collating evidence, and ensuring compliance. 
• Monitor the shared mailbox and prioritise workflows.
• Assist in the preparation of the annual staff budget. 
• Support the preparation and submission of research proposals and grant applications.
• Be proactive in the application of SAMS Health & Safety Procedures.

Planning and Organising:

• Plan and manage workload using Outlook Tasks to ensure timely preparation of project claims.
• Prioritise and manage multiple concurrent projects while meeting deadlines.
• Liaise with external auditors to plan project expenditure audits.

Problem-Solving:

• Identify potential risks or administrative issues that may impact project progress.
• Analyse data and information to resolve discrepancies in budgets, documentation, or reporting.
• Liaise with finance, compliance, and research staff to address issues promptly and effectively.
• Recommend process improvements to enhance efficiency and compliance in project administration.

Decision-Making:

• Prioritise tasks and manage competing deadlines.
• Provide accurate data to support decision-making by Project Leaders and management teams.

Key Contacts/Relationships:

• The nature of the role implies contact with both internal and external stakeholders, including funders, project partners, and auditors.
• Key internal contacts include staff within the Finance Department, Project Leaders, and their teams. 

Skills, Competencies, Experience & Attributes

Essential:

• Experience in financial administration.
• Excellent organisational, analytical, and communication skills.
• Proficiency with Microsoft Office - Excel, Outlook, and Teams.
• Experience working in a busy office environment.
• Ability to work on own initiative and to prioritise workload to meet deadlines.
• Strong attention to detail.

Desirable:

• Experience in research administration.
• Knowledge of research funding. 
• Experience of Finance Business Partnering.

Compensation & Benefits

• Purchase of additional 
• Annual leave,
• Shopping discounts
• Cycle 2 Work scheme
• Purchases of technology through salary sacrifice
• Payroll Giving Pensions Plus
• Access to portals to support health and well-being
• A sabbatical scheme
• Free car parking with access to electronic charging points, as well as access to some training & development courses.

Conditions of employment

• You must have the right to work in the UK
• Please note, we are unfortunately unable to provide visa sponsorship for this position

Working locations

• Oban, United Kingdom

How to apply

• Applications must include a CV and a cover letter, which should be sent electronically to [email protected], with References D15/25.GM and in the subject "Research Project Administrator" by 5th January 2026
• If you have queries on the job and would like to talk these through before applying, please email them to, in the first instance to [email protected]

Interviews

• Interviews to be held shortly thereafter.

Policies

SAMS’ commitment to gender equality has been recognised, as our institute was presented with an Athena SWAN (Scientific Women’s Academic Network) Bronze Award and is currently working towards Investors in Diversity accreditation.

SAMS Group is committed to being an equal and open organisation. Diversity and inclusion are important to us, and we strive to remove any barriers that may prevent people from applying to join us. We encourage applications from all backgrounds and from all who share our values and can help us broaden our knowledge and range of ideas.

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