Job Description

Reference:

AUG20257105

Expiry date: 17:59, Fri, 22nd Aug 2025


Location: Liverpool


Salary: 25,804.00 - 28,778.00 Per Annum


Benefits: 30 days annual leave, plus bank holidays, plus Christmas closure days


Duration: Fixed-term appointment to 31st August 2026



The Liverpool School of Tropical Medicine (LSTM) is seeking a proactive and highly organised

Administrative Assistant

to support the operations of our cutting-edge

Human Challenge Facility

,

Liverpool Vaccine Group

, and the

RESPOST study

.


In this pivotal role, you will provide high-quality administrative and financial support to facilitate the successful delivery of research, clinical trials and study coordination. You will work across multiple teams, managing a range of tasks and ensuring efficient and smooth day-to-day operations.

Key responsibilities will include:

Outpatient Clinic Support

=============================

Diary management for the HCF Outpatient Clinic. Assist in the creation of participant document packs for upcoming visits. Prioritise and respond to high volumes of enquiries. Establish efficient office systems to support the smooth running of the office day-to-day Filing, handling, and disposing of confidential information and recycling in accordance with LSTM policies. Organise participant information sessions for clinical trials, preparing relevant documentation and set up of materials Liaise with participants providing information consistent with the trial protocol recruitment process. Transcribe screening results on electronic system.

Administration

==================

Provide logistics and administrative support to diverse research teams, and collaborating partners Provide updates and coordination of content for webpages Providing a point of contact for queries, support and administrative advice Support induction of new staff including purchasing of equipment and preparing desk spaces Communicate important information to teams in an effective and respectful manner Managing day to day correspondence by e-mail; replying to enquiries and queries from stakeholders including study participants; GP practices, universities; and Hospitals. Support with training of new members of the team in administrative processes and procedures and in-house systems.

Finance and Purchasing

==========================

Book travel and accommodation, and make hospitality arrangements for staff and visitors booking flights and hotels; arranging VISA's; travel assessments; Undertake financial administration, including processing and coding expense claims Raise purchase orders and invoices on OneFinance Process order forms and purchase requested items for the team Liaise with Procurement to purchase services and supplies

Meeting Support and Co-ordination

======================================

Arrange internal and external meetings, assisting in the creation of agendas and circulating papers, including catering arrangements where required Take accurate minutes for meetings Follow up actions from meetings to ensure timely completion Assist in the coordination of conferences and workshops as required under the guidance of senior members of staff Coordinate the training activities and recording attendance

Supporting Research

=======================

Prepare documents such as leaflets, poster and publicity material with team members Support research filing (Trial Master File / Investigator Site File) e.g. chasing GCP certificates and CVs, printing documents and ensuring secure storage. When working on research-based tasks follow Good Clinical Practice (training provided) Facilitate study close-down and archiving Promote group activities on social media. Co-ordination of participant recruitment activities at external events (Fresher's Fairs etc.). Ensure office supplies are stocked, and cleaning and maintenance issues are logged.


The ideal candidate will have excellent interpersonal skills and the ability to work as an integral and flexible member of a fast-paced research environment. You will be able to demonstrate:





5 GCSEs at (or equivalent) including English Language Excellent planning, organising and administrative skills Experience of organising meetings and taking minutes Experience of working to and meeting deadlines Excellent IT skills including use of Microsoft Office programs Problem-solving skills with the ability to prioritise workload and competing priorities Good Clinical Practice training (desirable)*
Experience of using finance systems such as OneFinance (desirable)*

(Please refer to the full job description and person specification)

Additional benefits of joining LSTM:

30 days annual leave, plus bank holidays, plus Christmas closure days Generous occupational pension schemes Government backed "cycle to work" scheme. Affiliated, discounted staff membership to the University of Liverpool Sports Centre A range of additional family friendly policies

Application Process:

Please Note:

Due to the high volume of applications we receive, we may close our vacancies earlier than the advertised deadline. We also have an application cap of 100 submissions. Therefore, we strongly recommend applying as early as possible to ensure your application is considered.

Inclusion is central to our values at LSTM.

We seek to attract and recruit people who reflect the diversity across our communities, regardless of sexual orientation, gender identity, ethnicity, nationality, faith or belief, social background, age and disability. LSTM selects candidates based on skills, qualifications, and experience.


We welcome conversations about flexible working; and applications from those returning to employment after a break from their careers.

About LSTM

Founded in 1898 and the oldest of its kind in the world, the Liverpool School of Tropical Medicine (LSTM) is an internationally recognised centre of excellence for teaching and research in tropical diseases. Through the creation of effective links with governments, NGOs, private organisations and global institutions and by responding to the health needs of communities, LSTM aims to promote improved health, particularly for people of the less developed/resource poorest countries in the tropics and sub-tropics.

LSTM actively promotes Equal Opportunities and Safeguarding