Project Administrator

Are you looking for a challenging, rewarding and meaningful project support role at an organisation that’s tackling global land-use issues and exploring solutions to the multiple crises relating to climate, biodiversity, food security and energy? The James Hutton Institute is a well-respected and globally recognised independent research organisation, delivering fundamental and applied science to drive the sustainable use of land and natural resources. The Institute, a charity, hosts major collaborative programmes including the Land Use for Net Zero (LUNZ) Hub and the FarmHeroes project funded by the European Commission, both of which bring together partners across the UK and Europe to accelerate progress towards sustainable land-use transitions.

As part of a busy and proactive Secretariat team, the LUNZ & FarmHeroes Project Administrator will support the effective day-to-day running of both projects by providing high-quality coordination and administrative support. The postholder is responsible for organising meetings and events, maintaining project records and systems, coordinating internal communications, and acting as a central point of contact for partners and stakeholders. A key aspect of the role is working closely with colleagues across the Institute and wider project consortia to ensure smooth delivery, clear communication and timely follow-up. They will also have the opportunity to contribute to governance, risk and ethics processes, support finance and procurement activity, and assist with workshops, stakeholder events and reporting requirements.

Our ideal candidate would have a passion for the Hutton’s mission, with an enthusiastic approach, excellent organisational skills, and the ability to work collaboratively with a diverse range of colleagues and partners. Experience in project administration, research environments or externally funded programmes would be an advantage, but not essential. More important is strong interpersonal ability, attention to detail, confidence managing multiple priorities, and a desire to make improvements and have a positive impact.

This post is based at Craigiebuckler (Aberdeen) and can be combined with some hybrid (remote) working if desired. It also offers opportunities for some travel within the UK and is fixed term until June 2027. So, join us, and contribute.

Job Description

Main Purpose of Job

The purpose of this post is to provide administrative and coordination support to the Land Use for Net Zero (LUNZ) Hub and the FarmHeroes European Commission–funded project. The postholder will support the effective day-to-day running of both projects by organising meetings and events, coordinating internal communications, maintaining project records and systems, and acting as a central point of contact for partners and stakeholders.

The role forms a key part of the Secretariat teams for both projects, working closely with the Senior Project Manager, communications staff, impact and EDI leads, and wider project partners across the UK and Europe.

Main Duties of the Postholder

Project Coordination & Secretariat Support

• Organise and schedule key project meetings and events (e.g. management, leadership, consortium and stakeholder meetings) for both LUNZ and FarmHeroes, including gathering availability, preparing agendas, circulating papers and supporting logistics.
• Attend meetings as required, take accurate minutes, track action points, and ensure timely follow-up with relevant partners.
• Maintain project calendars, contact lists, distribution lists, and shared document repositories.
• Support the collation of information for project reporting, including progress updates and activity summaries for funders and governance boards.
• Maintain accurate records of meetings, decisions, and actions in line with funder, institutional, and audit requirements.

Internal Communications & Partner Liaison

• Act as a first point of contact for project partners, responding to routine queries and directing more complex matters to the Senior Project Manager or relevant team members.
• Coordinate internal communications across both projects, including collating content for internal newsletters, updates, and announcements.
• Support the dissemination of information to partners, advisory boards, and stakeholders, ensuring clarity and consistency.

Project Monitoring & Information Management

• Support the maintenance of project management platforms (e.g. Basecamp or equivalent), including uploading documents, updating task lists, and ensuring information is well organised and accessible.
• Assist with tracking project milestones and deliverables by issuing reminders, gathering updates from partners, and maintaining monitoring logs.
• Maintain accurate records of meetings, decisions, and actions in line with funder and institutional requirements.

Governance, Risk, Ethics & Finance Support

• Schedule governance, risk, and ethics meetings for both projects, prepare and circulate papers, and follow up on agreed actions.
• Assist the Senior Project Manager in maintaining up-to-date documentation by collating information from partners and ensuring files are stored appropriately.
• Support finance and procurement processes as required, including raising purchase orders, processing invoices, tracking expenditure, and supporting audit evidence collation.

Event Support

• Provide administrative support for project events, workshops, and stakeholder activities, including venue arrangements, participant coordination, materials preparation, and on-the-day support.
• Support logistical arrangements such as travel, accommodation, accessibility requirements, and dietary needs for participants where required.
• Assist in post-event follow-up, including feedback collection, evaluation summaries, and reporting outputs.

General

• Exercise excellent interpersonal, organisational, and time management skills.
• Contribute to a positive, collaborative working environment across the Secretariat and wider project teams.
• Undertake other duties appropriate to the role and grade as required.

Person specification

Essential Criteria

• Administrative experience — experience providing general administrative or coordination support in a team environment.
• Organisation & time management — ability to manage multiple tasks, prioritise effectively and meet deadlines.
• Communication skills — clear written and verbal communication, with confidence liaising with colleagues and external partners.
• Meeting support — ability to organise meetings and take accurate notes or minutes.
• Digital proficiency — competent using standard office software and comfortable learning project management tools.
• Attention to detail — ability to maintain accurate records, documents and logs.
• Interpersonal skills — ability to work collaboratively and contribute positively to a team.

Desired Criteria

• Experience supporting projects or events — familiarity with organising workshops, stakeholder activities or multi-partner meetings.
• Experience in research, HE or externally funded projects — helpful but not essential.
• Basic finance or procurement experience — raising purchase orders or processing invoices.
• Experience with shared document systems — e.g., shared drives, repositories or project platforms.
• Interest in sustainability or land-use topics — beneficial but not required.

We will not consider the use of 3rd party recruitment agencies for the sourcing of candidates for this position.

The James Hutton Institute is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The James Hutton Institute is a: Stonewall Diversity Champion; Athena SWAN Bronze Status Holder; Disability Confident Committed Employer and a Living Wage Employer.

The James Hutton Institute is Happy to Talk Flexible Working.